030ADV24R0045 - Att. J-15 - TO 6 SOW - ECS Integration - UPDATED.docx

PROJECT TITLE: ECS- LBFMS Integration

C.1. BACKGROUND

The United States Copyright Office (USCO), is modernizing. This effort, the USCO Modernization Initiative, has the following goals: (1) build a new enterprise IT system designed to be more flexible and user friendly, (2) modernize supporting IT systems, and (3) optimize internal business processes for maximum efficiency and production.

The new enterprise IT system (see above, goal #1), titled the Enterprise Copyright System (ECS), seeks to integrate and improve all of the USCO’s technology systems. The ECS design system will be shared across all USCO applications, giving users a consistent and optimal interface. Additionally, the ECS will include shared platform services, which are central sets of capabilities that support multiple business services (for example, using the same email, payment, authentication, and event systems (see above, goal #2)). ECS supports the USCO’s registration, recordation, public record, and licensing functions, among other functions.

Business activities performed in the ECS include:

· Recordation - Under the U.S. Copyright Act, the USCO accepts certain types of documents for filing and indexing into the Office’s public records. There are three primary types of documents that may be submitted for recordation: transfers of copyright ownership, other documents pertaining to a copyright, and notices of termination. Once indexed by the Office, recorded documents become available for inspection by the general public. The following activities will be performed:

· Manage filings

· Manage deposit accounts

· Assess and collect fees (pay.gov)

· Apply funds from deposit accounts to pay for fees

· Process refund payments

· Registration - Registration establishes a claim to copyright with the USCO. An application for copyright registration can be filed by the author or owner of an exclusive right in a work, the owner of all exclusive rights, or an agent on behalf of an author or owner. An application contains three essential elements: a completed application form, a nonrefundable filing fee, and a nonreturnable deposit— that is, a copy or copies of the work being registered and “deposited” with the USCO. A certificate of registration creates a public record of key facts relating to the authorship and ownership of the claimed work, including the title of the work, the author of the work, the name and address of the claimant or copyright owner, the year of creation, and information about whether the work is published, has been previously registered, or includes preexisting material. The following activities will be performed:

· Manage filings

· Manage deposit accounts

· Assess and collect fees (pay.gov)

· Apply funds from deposit accounts to pay for fees

· Process refund payments

· Public Records - The USCO’s Records Research and Certification Section (RRCS) provides copies of completed and in-process registration records (applications, certificates of registration, and related correspondence), completed and in-process recordation records (recorded documents, certificates of recordation, and related correspondence), search reports, and registration deposit materials. Completed registration and recordation records, and search reports are available to any member of the public upon request. Requests for copies of deposit materials or for in-process applications for registration and recordation require additional documentation. The following activities will be performed:

· Manage requests

· Manage deposit accounts

· Assess and collect fees (pay.gov)

· Apply funds from deposit accounts to pay for fees

· Process refund payments

· Licensing - The Licensing Section is responsible for helping to administer the various statutory licenses and similar provisions, including: secondary transmissions of radio and television programs by cable and satellite systems; making and distributing phonorecords of nondramatic musical works; and importing, manufacturing, and distributing digital audio recording devices or media by digital audio recording technology (DART). In general, the section deducts its operating costs from the royalty fees collected and invests the balance in interest-bearing securities with the U.S. Treasury for later distribution to copyright owners based on orders issued by the Copyright Royalty Judges (CRJ). The section also collects statements of accounts filing fees and CRJ proceedings participation fees to cover part of the costs in administering the cable, satellite, and DART licenses.

USCO uses the Legislative Branch Financial Management System (LBFMS) as its general ledger and system of record. LBFMS is a commercial off-the-shelf software called Momentum.

USCO records budget, contracts, fixed assets, funds management, IPAC, payroll expenditures, purchase card, standard vouchers, travel accounting, and vendor payments in LBFMS. However, these transactions are consistent with processes that are performed Library-wide and are not part of the scope.

Effective December, 2022, the USCO began use of the LBFMS Debt Account Module (retiring the DataPro system) and Collection Information Repository (CIR) interface for the following collection channels: Pay.gov, OTCNET, FedWire, Credit Gateway ACH, and Card Acquiring Service.

LBFMS does not have interfaces with USCO’s legacy systems. Pursuant to goal #3 (referred above), USCO also seeks to review how its business processes can be made more efficient through interfacing LBFMS with ECS. USCO maintains 11 Funds and 7 Treasury Symbols, including single-year appropriated, reimbursable, and no-year funds in LBFMS. Some transactions are recorded in detail in legacy USCO subledger systems and then processed manually as summary entries into LBFMS.

To assist with supporting an implementation of interfaces between LBFMS and ECS, a Fit/Gap analysis was performed. The business process flows and system requirements for an ECS-LBFMS integration were documented.

With the above goals in mind, the USCO, and the Library’s Financial Services Directorate (FSD) are seeking to put into place contract services to implement an integration between LBFMS and the ECS to make operations more efficient. The integration work will be performed under version 8.1 of LBFMS.

C.2. SCOPE

The contractor shall create data exchange capabilities from data fields within the LBFMS and the ECS. This Task Order does not include resources related to the LBFMS production hosting environment.

The scope of this task order falls under the following performance area of the Legislative Branch-Wide LBFMS Support IDIQ contract:

PERFORMANCE AREA TWO – Implement Enhancements, RPA and Interface Extensions

C.3. TASKS

C.3.1 The contractor shall design, develop, test, and release into a production environment real time and Batch interfaces that enable data exchange capabilities from specific data fields between LBFMS and the ECS.

C.3.2 The contractor shall comply with the Library’s Project Management Life Cycle (PMLC) and System Development Life Cycle (SDLC) policies for all tasks. See https://www.loc.gov/about/doing-business-with-the-library/information-technology-related-business/.

All planning and development will be done following the Library’s Agile guidance, and the contractor will work with the Agile Release Train (ART) that is being executed for the development of the ECS. Where applicable, the Library’s Waterfall SDLC can be used.

C.3.3. The contractor shall provide a project management plan with project schedule for all activities for the contract. This project schedule shall include a weekly update meeting. The provided Implementation plan (Attachment J-16), and ECS-LBFMS data fields (Attachment J-17), Deposit Administration Configuration/Design (Attachment J-18) contain the interface requirements, configuration/design and the business process for all of the USCO ECS workflows. Twelve integration process flows have been identified (bold items have been implemented):

1. New Service Request (Non-Deposit Account)

2. Service Request Changes and Closures

3. CIR Interface

4. Statement of Accounts Refunds

5. Statement of Accounts Reconciliation

6. Deposit Administration - Initial Deposit

7. Service Request Referencing a Deposit Account

8. Deposit Administration – Replenish

9. Change in Service Request Status - With Deposit Account

10. Closing a Deposit Account (No Refund)

11. Closing a Deposit Account and issuing a Refund

12. Transfer Funds Between Deposit Accounts The following tasks are in scope of this task order:

i. Statement of Accounts Refunds

ii. Statement of Accounts Reconciliation

iii. Deposit Administration - Initial Deposit

iv. Service Request Referencing a Deposit Account

v. Deposit Administration – Replenish

vi. Change in Service Request Status - With Deposit Account

vii. Closing a Deposit Account (No Refund)

viii. Closing a Deposit Account and issuing a Refund

ix. Transfer Funds Between Deposit Accounts On a previous task order, the Library completed requirements review, design, and configuration for the following workflows:

· Deposit Administration – Initial Deposit

· Deposit Administration – Replenish

· Service Request Referencing a Deposit Account For Deposit Administration, this includes the LBFMS Design and Configuration (security, reference data, document types, GL posting model(s), batch job(s)). This documentation (Attachment J-18) will aid the contractor in the development and testing of the Deposit Administration – Initial Deposit, Deposit Administration – Replenishment, and Service Request Referencing a Deposit Account interfaces.

C.3.4. The contractor shall work with representatives from the USCO and FSD to review and confirm the financial and business interface requirements from C.3.3 (i. through ix. above). The contractor will work with the ECS Development Team to re-confirm existing requirements and identify any new technical requirements to develop and implement the recommended interfaces between LBFMS and ECS. This effort to gather the interface technical requirements should include the following tasks:

• Performing a current and future interface process overview;

• Analyzing any system and technical architectural changes needed in the hosting environment to support any new interfaces;

· Vendor developed integration components that allow LBFMS to exchange data with ECS will meet the following criteria:

· Will be hosted and executed in the vendor environment.

· Will be supported under future support/maintenance agreements for LBFMS.

· Any logging alerts generated will flow via standard LBFMS interfaces for proper alerting and analysis.

• Confirming the integration method (real-time via web services v. batch jobs – recommendations are included in the Implementation plan);

• Finalizing the data flows between systems;

· The interface must support the bidirectional flow of data both to and from the ECS and the LBFMS.

• Researching the data elements needed for the interfaces in both the ECS and LBFMS environments, and documenting what data is received from ECS so that it may be cross-walked to the appropriate transaction to be created in LBFMS;

• Confirming the hosting environment cloud service provider of each application and determining what will be needed to establish connectivity between the systems; and

• Once the technical requirements are gathered, they are documented and used as part of the design and development phases of the project.

C.3.5. Using findings developed in C.3.4, the contractor shall design, develop, and test interfaces between ECS and LBFMS. All planning and development will be done following the Library’s Agile guidance, and the contractor will work with the Agile Release Train (ART) that is being executed for the development of the ECS. The Library will work with the vendor in establishing approved, secure communications between the vendor hosting environment (LBFMS) and the Library’s hosting (ECS). The contractor shall assist with and document the network connection between LBFMS and ECS. The detailed interface requirements are provided as part of the Fit/Gap and To-Be recommendations.

The contractor shall develop and implement real-time and batch interfaces between LBFMS and ECS based on the findings of the gap analysis provided. The Library prefers that real-time interfaces leverage Application Program Interfaces (API) and web services, and the batch interfaces use existing out of the box LBFMS functionality. If a custom interface/batch process must be developed, the Library prefers it to be coded using a modern and widely used programing language (i.e. Python), but we may consider the use of other programming languages proposed by the contractor.

For integration method recommendations, refer to Section 2.1 of the Implementation Plan (Attachment J-16). In addition, the contractor shall develop reconciliation processes and reports to assist USCO and FSD with monitoring each interface. The contractor shall deliver a design document, provide test plans and execute testing, support user acceptance testing, provide cutover support, develop training materials and deliver two virtual trainings for USCO and FSD staff, and provide 90 days post-implementation support. The designs, testing and implementation documents must be reviewed and accepted by OCIO prior to implementation. The contractor shall use standard agile practices, including frequent stand up meetings, user story based development, the Confluence/JIRA suite of tools, continuous integration, automated and manual testing, and training to monitor and reconcile the interface.

Figure 1 – The Copyright Modernization Roadmap (below) describes the development roadmap for the ECS workflows. This roadmap can be used as a reference for prioritization and planning for future ECS-LBFMS integration phases. ECS development is done in ART Program Increments (PI), which may span four to five weeks.

Figure 1 – The Copyright Modernization Roadmap

C.4 KEY PERSONNEL

The contractor must identify a Scrum Master and a Project Manager as key personnel. These individuals will be included in the key personnel clause for the task order and the contractor shall adhere to all requirements of the clause. Key personnel must have federal financial system experience supporting and providing strategic guidance to the Federal Government within the last 5 years.

Project Manager – Key Responsible for coordinating overall team/project activities, maintaining project documentation, tracking deliverables and financial information

- US Citizenship

- BA/BS degree

- 5 years of project management experience with financial management system operational support

Scrum Manager - Key This person will oversee the various Agile ceremonies and manage the day-to-day activities of those efforts.

- US Citizenship

- 5-years experience as SCRUM Master on projects of similar scope and/or size with the Scaled Agile Framework (SAFe)

- 2 Years experience with business process improvement and software integration between a federal financial system and other agency program systems

- 2 Years experience with business process improvement and software integration between a federal financial system and other agency program systems

- BS degree in computer science

- 3 years experience with application and software integration development for a federal financial system

C.5 DELIVERABLES AND SCHEDULE

Quantity 9 for items i. through ix. in C3.3 As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3 As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3

As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3 As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3 As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3

As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3

As proposed/accepted in final project schedule

2 sessions per item i. through ix. in C3.3

As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3

As proposed/accepted in final project schedule

Quantity 9 for items i. through ix. in C3.3

As proposed/accepted in final project schedule

As proposed/accepted in final project schedule

C.6 GOVERNMENT FURNISHED PROPERTY.

The Library will provide the contractor with access to all third-party deliverables that are within scope of the program management activities required under this task order. Access to Library networks and systems will be provided as necessary to support the contractor’s fulfillment of the requirements.

The vendor shall work off-site and furnish its own computers as needed to perform this task.

C.7 INTELLECTUAL PROPERTY RIGHTS

The Library shall have unlimited rights in and rights to use, modify, or reproduce any deliverables provided under this contract in accordance with FAR Clause 52.227-14, Rights in Data. These rights include, but are not limited to, the right to use, disclose and reproduce applicable contractor work product (e.g., documentation, software code, processes and procedures, best practices). The Library has the right to share contractor work product with other contractors for future solicitation and/or contract purposes.

C.8 CONTRACTOR TRAVEL

The Library will not separately reimburse contractor travel expenses incurred in performance of this contract.

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