EHB IDIQ_7312.pdf

EHB IDIQ Statement of Work 7/3/2012 8:33 AM Page 1

ATTACHMENT A–STATEMENT OF WORK

I. BACKGROUND

The mission of Health Resources and Services Administration (HRSA) is to improve health and achieve health equity through access to quality services, a skilled health workforce and innovative programs. HRSA assures the availability of quality health care to low income, uninsured, isolated, vulnerable and special needs populations. To coordinate enterprise resource planning across programs, HRSA implemented a standardized, paperless, end-to-end solution using the Electronic Handbooks (EHBs) approach. This web based system, called HRSA EHBs, is a mission critical system designed to ensure that projects are managed efficiently and in compliance with mandated Agency-wide and Federal policies, procedures and legislation. The EHBs is 1-of-4 major IT investments that supports HRSA’s goal to integrate existing grant support systems into one transparent enterprise-wide system.

HRSA awards more than $7 billion dollars in Federal grants on an annual basis. These grants are administered by various programs that collectively work to improve access to care for the more than 44 million Americans who are uninsured and the 40 million who live in medically underserved areas. Selection of appropriate grantees, monitoring on-going progress, and dissemination of the program results are key factors in ensuring that the strategic goals and objectives of HRSA programs are met.

The EHBs investment consists of a core system (the Electronic Handbooks platform), as well as seventeen (17) internal performance reporting systems. The core system provides all potential grantees a means to access competitive funding opportunities published as a part of the annual HRSA Preview and to submit applications electronically. HRSA uses HHS ACF’s Center of Excellence (COE) for grant award processing. The performance reporting systems are used for completing post-award reporting requirements and aid with conducting in-depth analysis of program grant allocation, use and effectiveness. The EHBs have allowed for a standardization of many of HRSA's business processes as a result of the consolidation. The following bureaus/offices have their performance systems integrated with the core EHBs system: Bureau of Health Professions (BHPr), HIV/AIDS Bureau (HAB), Maternal and Child Health Bureau (MCHB), Bureau of Primary Health Care (BPHC), and Office of Rural Health Policy (ORHP).

The system supports planning, application submission (Grants.gov Integration), application review, independent review, selection, awards (ACF Gates Integration), negotiation, post award and monitoring and closeout phases. HRSA EHBs standardize and streamline the aforementioned program and grants management phases using more than 80 discrete role-based handbooks. Each EHB features a self-documented and self-tutoring, Section 508-compliant user interface with workflow tasks, messaging and advanced search capabilities.

The EHBs system supports more than 40,000 external users and 2,000 internal users. It also supports 12,000 reviewers. The system has 250+ active grant programs and has a throughput of 25,000 award transactions/year. In FY 2011 HRSA issued $7.5B in grant dollars. The system receives 45,000 post award submissions on an annual basis. The servers handle 2,000 concurrent users.

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The EHBs system consists of the following:

User Access Control (UAC) Module—This module provides a formal process for HRSA staff to both request as well as approve accounts/roles to access the HRSA EHBs. The UAC module is designed to ensure that only authorized individuals have access and the role(s) necessary to perform their work within the HRSA EHBs. All requests go through a review-and-approval process. In addition to reviewing the account access requests, the UAC module allows for periodic account review which provides designated users from the various bureaus/offices an opportunity to verify existing users and terminate accounts for users who are no longer with the bureau/office or HRSA.

External Interface—The External Interface allows organizations with a relationship with HRSA, in the context of the distinct programs, to administer organization-related information, submit applications/post-award prior approval requests, condition-related documents and post award reports. The External Interface supports a self-registration model in which a user can self-register and associate their account with one or more organizations. Depending on the individual’s role within the organization, different levels of access are available. All submissions made through the External Handbooks are made available to the appropriate internal HRSA personnel for review and approval. The External module interfaces with GSA’s Central Contractor Registry (CCR) to ensure that data integrity is maintained for organizational information related to grant programs.

Planning Module — This module allows HRSA staff to setup programs and specifies the key program attributes within the HRSA EHBs. For example, once a grant program is created, staff creates and publishes funding opportunity announcements to provide the public the information necessary to apply. The funding opportunity announcement defines parameters for the application process, deadline date and time, page count limitations, and provides detailed instructions for applicants as an attachment. Depending on how the announcement is setup and published, the information can either be sent to Grants.gov (for applications submitted through grants.gov) or can be created directly within the HRSA EHBs (for grant and non-grant programs).

Cross-Cut — The Cross-Cut module facilitates scheduling and forecasting for all grant activities throughout the year. The module allows appropriate HRSA staff to input scheduled and actual dates to coordinate grant-related activities throughout the year.

Application Module—The Application Module provides a mechanism for the submission and the processing of applications within the EHBs. For grant programs, the module interfaces with Grants.gov and applications submitted to Grants.gov are downloaded into the EHBs. The module allows for the collection of both standards OMB approved forms as well as program/bureau specific forms. In most cases, standard forms are submitted by the applicants within Grants.gov, downloaded to the EHBs, and subsequently reopened within the EHBs to allow the applicants to complete program/bureau specific forms. The module has validation checks and post submission error and exception queues to allow appropriate HRSA staff to perform completeness and eligibility reviews to determine if an application is eligible for further processing.

Reviewer Interface—The Reviewer Interface allows prospective HRSA Grant Application Reviewers to submit applications to become reviewers. In addition, the module also lets

EHB IDIQ Statement of Work 7/3/2012 8:33 AM Page 3 prospective reviewers indicate their availability and set preferences on the types of opportunities for which they would like to become reviewers. This module includes a registration piece and allows for the submission of the application which contains the reviewer applicant’s areas of interest or expertise and a resume/CV. Once submitted, Grant Reviewer applications are validated by internal HRSA staff. The pool of approved grant reviewer applications is fed into a database which the OFAM Division of Independent Review (DIR) uses to select the best reviewers to participate in the application review process.

Division of Independent Review (DIR) Review—In the DIR Review Module, applications deemed eligible in the Application module’s completeness and eligibility review are exported to ACF’s Application Review Module (ARM) where the grant application reviews are documented.

The end results of these reviews can be imported into the EHBs in the form of a rank order list and a summary statement.

Division of Financial Integrity (DFI) —DFI provides services to ensure that HRSA federal assistance grant awards are in compliance with relevant Federal fiscal policies and procedures.

These policies are stated in codified regulations, in policy statements and in OMB Circulars. DFI works with varied organizations such as grant and program offices, health centers, hospitals, universities and private foundations to ensure compliance with federal regulations and that appropriate stewardship over federal funds is maintained.

Pre-Award —The Pre- Award Module provides a mechanism for the review of competing applications after, or in parallel, to DIR review. Program office staff review each application which may be funded, recommend amount of award, select application/grant specific terms, conditions, or reporting requirements, and approve or disapprove an application for funding. In addition to review of competing applications, this module also provides program office review of noncompeting continuation progress reports of existing awardees. Applications and grants that are approved for funding may then be added to a funding memo which eventually initiates the award process. The funding memo process is the official program office communication of applications that will be awarded. The funding memo specifies the amounts recommended for award by the program office, the funding sources of the awards, and any terms, conditions, and reporting requirements.

Award—The Awards Module allows HRSA to prepare and release Notice of Awards (NOAs) which is the official means of communicating that an award has been issued. The module supports issuing awards for all types of HRSA grant programs including discretionary, mandatory, formula, and loan awards. The module supports issuance of new grant awards and any modifications to the award including budget or project period extensions and administrative changes. Each award is reviewed and approved by one or more roles played by HRSA staff. The module allows HRSA to impose terms, conditions, and reporting requirements on the grant. The module integrates with other HHS systems like ACF GATES and CORE.

Post-Award—Once an award has been made, grantees are required to meet certain reporting requirements and are required to submit various reports like performance, progress and financial status reports which shed light on the health of their HRSA funded projects. The Post Award module allows for a collection of these post-award submissions by the appropriate HRSA program or grants office staff. All submissions from the grantee are routed to the appropriate HRSA

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The module also allows HRSA staff to manage grantee contacts, create issues, create/manage grant-related notes, send emails, and perform other administrative and tracking activities to ensure all information is up-to-date in the EHBs.

System and User Administration (SA/Contact Center) —The System Administration and

Contact Center administration tools provide EHBs support staff with the ability to administer user accounts by resetting passwords, terminating user sessions, unlocking external user accounts, and viewing account history. This module provides other administrative functions like extending application deadlines, access to workload tools, and other EHBs information needed to provide support to the various internal, external, and reviewer users.

Training—The Training portal provides a single location for HRSA staff to register for and access EHBs-related training. All internal EHBs users can browse available training courses offered, register for training, and download training materials like PowerPoint presentations and quick reference sheets. The training module maintains a record of the courses completed by each individual and allows training participants to access the related training material at any point in the future.

Reporting —The reporting module hosts all reports that have been developed within EHBs to support the data needs of the HRSA staff. Reports are categorized by the module, the bureau and the functionality it supports. Usability features including saving favorites and accessing recently accessed reports are supported within this module.

Dashboards – At the present time, HRSA’s internal users run separate reports that show status of grants individually, in aggregate, by phase, or using a customizable search query. Dashboard functions will provide a capability to display these common report metrics on a bureau-specific / office-specific page. Internal users will be able to perform customized queries that pull information on grants based on specific attributes (e.g., specifying bureau, phase, grantee/applicant, dollar amount, etc.). External users will have access to a basic dashboard that displays the status of their grants and grant applications.

Folders – EHBs support storage of information in structured and unstructured formats. This includes the different documents required as a part of the application such as the budget narratives, project narratives, attachments for messages and supporting documents for different workflows. This functionality is centralized through a document management system. There are seven folders at present:

Application Folder: stores application documents

Grant Folder: stores grant information from the Notice of Award, including history, communications, grant contacts, notes to file, etc.

Institution Folder: stores information about organizations doing business with HRSA

Program Folder: stores information about HRSA programs using EHBs, including inactive ones

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ORO Institution Folder: stores information about ORO site visits

Section 330 Site Folder: stores information about Section 330 grants

FQHC-LAL Folder

A document management API will allow efficient and centralized storage, retrieval and distribution of document. It will provide on-access virus scanning and interact with the security and access control component for authorization.

Center of Excellence (COE) Integration—HRSA completed the transition of its grants processing functions from HRSA Electronic Handbooks (EHBs) to ACF’s GATES system, by the end of FY 2006, as a part of the consolidation of the Health and Human Services (HHS) Department’s grants management systems. Starting FY 2007, HRSA began signing and obligating funds for its awards using the GATES system. This includes new award actions and modification actions on historical grant data. Apart from the certification and obligation functions, notification to the Congressional Liaison Office (CLO) and the TAGGS reporting functions were also successfully transitioned. ACF Center of Excellence (COE) consortia are now in the process of modernizing the GATES system and converting it into a modern Line of Business (LoB) system called GrantsSolution.

HRSA EHBs is HRSA’s program management system and supports several business processes that are outside the scope of GrantsSolution effort. To ensure that all the existing functionality continues to function without any interruptions, HRSA needs to ensure that adequate interfaces are built between the GrantsSolution and HRSA EHBs

Bureau of Primary Health Care Management Information System (BHCMIS)—BHCMIS was developed in 2006 and expanded steadily since 2008 to improve the internal operations and to support the implementation of the ARRA and ACA requirements. It operates under the EHBs architecture, sharing common system components, single sign on log-in, access controls, data management, and workflow. It assists and simplifies communication between grantees, project officers, and the Division of Grants Management Operations. In addition, the grants application processes based on uploading hard copy paper documents have been replaced with more efficient electronic submissions through the EHBs. Through the monitoring of health center performance data on access, cost and quality of care indicators, BPHC can identify successful practices, develop effective training and technical assistance resources, and work to improve the performance of health centers. By assessing health centers against the key program requirements, BPHC can ensure that resources are being appropriately and effectively utilized, consistent with legislative intent and HRSA and HHS strategic goals. BHCMIS enhances the quality, availability, and delivery of BPHC program-specific information and services to citizens, employees, businesses, and governments.

BHCMIS currently serves more than 8,000 stakeholders, internal and external to HRSA, in managing HRSA grants and projects. The key BHCMIS stakeholders include HRSA/BPHC project officers, executives, managers, analysts, grants management specialists, and organizations such as Primary Care Associations, Health Centers, and FQHC Look-Alikes.

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BHCMIS is operated on the EHBs hardware infrastructure. It runs on 4 web servers, 1database server, 1 file server, 2 single-sign-on servers, 2 reporting servers, 1 help server, and 1 operational data server. It leverages the production support, training, and quality assurance environments of the EHBs.

Children’s Hospitals Graduate Medical Education (CHGME)—The CHGME payment program provides funds to the Nation's freestanding children's hospitals to help them maintain their graduate medical education programs that train resident physicians and dentists.

The CHGME Hospital Application System application uses VB .NET technology and was integrated with HRSA EHBs “as-is”. The entire HRSA EHBs’ platform operates on C# .NET.

Teaching Health Center Graduate Medical Education (THCGME)—THCGME is a residency expansion program enacted by section H of the Public Health Service Act. This program was funded by a five-year appropriation of 230 million dollars to provide funding in the form of full-time equivalent (FTE) positions awarded to ambulatory teaching health centers (THC). The FTE support is designed to expand the number of community trained primary care dentist and physicians.

Health Systems Bureau (HSB) —The Health Care and Other Facilities Construction Program under HSB supports the construction, renovation and equipment needs at facilities such as hospitals, outpatient clinics, skilled nursing facilities, university academic programs, health departments, trauma care centers, drug abuse centers, research centers, etc. The program administers earmarked funds that are non-competitive and specifically designated by Congress in the Department of Health and Human Services appropriation.

The reporting module enables HSB to more effectively monitor grantee progress towards project completion. Grant funding is provided for construction and/or capital equipment purchases.

HRSA uses the standardized reports to monitor and verify grantee’s progress towards completion of their projects, and the adherence to all Federal requirements.

The reporting module consists of an OMB-approved form that is available to all grantees through HRSA EHBs. The grantees provide updated start and completion dates, project completion percentages, and other pertinent information related to the status of the project on the form.

Grantees provide an update either quarterly (if the project is construction-related) or annually (if the project is for equipment purchases only).

Bureau of Health Professions Management Handbook (BPMH) —BHPr supports over 40 different grant programs whose collective aim is to enhance the quantity, quality, diversity and distribution of the health professions workforce. BHPr provides funding in the form of grants to support activities at all levels of the educational spectrum from post graduate activities to those focusing on students in grades K-12. These activities range from supporting outreach activities by educational institutions that provide academic support to young people to encourage them to pursue careers in the health professions, to supporting the expansion of residency slots in primary care, and continuing education activities for health professionals.

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The BPMH collects only performance data from Grantees across 40 different Health Professions programs in response to Government Performance and Results Act (GPRA) & Modernization Act of 2010 to:

Monitor and measure program effectiveness;

Analyze and assess program performance;

Review processes and taking action to improve program operations;

Identify successes and impediments;

Evaluate program effectiveness and Impact

Nurse Faculty Loan Program (NFLP) —NFLP provides funds in the form of Federal Capital Contribution (FCC) to eligible schools of nursing that offer advanced education nursing programs to prepare graduates to serve as faculty in a school of nursing. The schools use the funds to establish distinct NFLP fund accounts or add to existing NFLP fund accounts. The NFLP fund must provide for loans made to students enrolled full-time in an eligible advanced degree program in nursing (master's or doctoral) at the school. Loan recipients must complete the education program and, following graduation, may cancel up to 85% of the NFLP loan over a consecutive 4-year period while serving as full-time nurse faculty at a school of nursing.

The program is a formula program, which means that all institutions that meet the eligibility criteria and are approved are funded based on a pre-defined formula.

Advanced Education Nursing Traineeship (AENT) —AENT is a formula program under HRSA/BHPr/Division of Nursing, which provides financial support through traineeships for registered nurses enrolled in advanced education nursing programs to prepare nurse practitioners, clinical nurse specialists, nurse- midwives, nurse anesthetists, nurse administrators, nurse educators, public health nurses and nurses in other specialties requiring advanced education. The traineeship program is a formula program so all approved applicants will receive funds.

Nurse Anesthetist Traineeship (NAT) —NAT is also a formula program under HRSA/BHPr/Division of Nursing, which provides financial support for registered nurses who have completed at least 12 months in a master’s or doctoral nurse anesthesia program.

Nurse Management Health Clinics—This program supports nurse managed clinics that improve access to primary care services.

Scholarship for Disadvantaged Students (SDS) —The SDS program is a formula grant program that promotes diversity among health professions students and practitioners by providing scholarships to full-time, financially needy students from disadvantaged backgrounds, enrolled in health professions and nursing programs. Funding is provided to educational institutions in the form of a one-year grant.

This program allocates funds to all eligible applicants – accredited health professions schools with a proven track record of graduating students from disadvantaged backgrounds. Scholarship recipients practice their professions in underserved communities at rates two to three times the national average.

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Loan Programs—There are four (4) loan programs, Health Professions Student Loans (HPSL);

Primary Care Loans (PCL); Loans for Disadvantaged Students (LDS) and Nursing Student Loans (NSL).HPSL, PCL, LDS and NSL were brought under the purview of Office of Federal Assistance Management (OFAM) in FY 2011. However, these programs are not being subject to the grant program policy and procedures. A new set of policies and procedures were established to administer and monitor these programs. OFAM provides administrative support and oversight while CBB will continue to monitor the programs while providing technical support. Loan programs provide funds to accredited health professions schools, which establish revolving funds that support long-term, low-interest loans for eligible students.

All institutions for the Loan programs are required to submit an Annual Operating Report (AOR) that includes legislatively mandated data to support program performance and monitoring functions.

Office of Regional Operations (ORO) — ORO is responsible for conducting performance reviews of grantee organizations. Using the ORO handbook, ORO review teams have full access to all of the information in the EHBs and other HRSA systems and are better informed for performance reviews. This functionality results in greater time/cost savings by providing ORO staff with direct access to the most up to date grant information. The ORO Handbook allows for the automation of several workflow processes that were done manually and required a large investment of time/personnel. The handbook facilitates the performance review process by providing automatic document population, enhanced Management reports, and customized workflow process tracking and approval systems ensuring timeliness and quality of performance reviews.

The handbook also provides ORO with the ability to more efficiently sort and analyze trends associated with performance measures and policy issues. The handbook facilitates the tracking of technical assistance and follows up on the grantee’s action plan. Using the ORO handbook, DFI is able to track and monitor follow up on all action plans and TA requests, as well as collect trend data on the commonalities among action plans and in the types of TA requested/provided. Thus, the ORO Handbook allows for the seamless integration of HRSA systems and processes resulting in increased efficiency and quality.

II. PURPOSE/GENREAL DESCRIPTION

The purpose of this contract is to provide support for a variety of development, maintenance and enhancement efforts that enable HRSA to better utilize EHBs by integrating new business processes into the EHBs or integrating EHBs with existing HHS systems. This contract will also provide overall EHBs Customer Support.

HRSA EHBs User Interface was designed in 2001 and has been used for implementation of all web pages within EHBs since the first version released in July 2003. Since then, the basic paradigm of user interaction has remained constant. The user interface has also been adopted by all integrated performance reporting systems and used by other vendor teams responsible for various modules within the EHBs investment.

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Over the last few years, the web technology has evolved significantly with the advent of AJAX and other web 2.0 paradigms. As part of several streamlining initiatives, OIT upgraded the EHBs to leverage these advancements. The ultimate goal of this initiative is to ensure that new system features are made available and remain current with web technology.

The Contractor shall provide support for any and all phases of software design and development including deployment to ensure HRSA applications and databases will enable their users to meet their mission, goals and objectives. Support shall address any phase of the entire Software Development Lifecycle (SDLC), including concept development, planning, requirements definition and analysis, systems design and development, coding and testing, deployment, implementation, integration, documentation and software application maintenance.

Task orders will be issued under the Domain One and Domain Two. The following describes the typical tasks which may be required of the contractor in the performance of task orders awarded.

Task orders shall not necessarily contain the entire task areas listed below, but shall specify the actual tasks to be performed along with the project-specific information required for completion of the task order.

Domain One (Full and Open)

Task Area 1 – CORE EHB Development, Maintenance and Enhancements (DME)

Task Area 2 – Operations and Maintenance (O&M)

Task Area 3 – Program Management

Task Area 4 – Integration Services

Task Area 5 – Reporting Services

Task Area 6 – Transition

Task Area 7 – Center of Excellence (COE) Integration

Task Area 8 – BHCMIS

Task Area 9 – Other HRSA Bureaus and Offices

Task Area 10 – General Development, Maintenance and Enhancements (DME)

Domain Two (Small Business Set-Aside)

Task Area 1 – Customer support

Task Area 2 – Independent Validation and Verification (Technical Review Support)

Task Area 3 – IT Systems Analysis Services (Requirements Gathering)

In order to mitigate the potential risks while accomplishing Domain One tasks, an industry standard Capability Maturity Model Integration (CMMI) Level 3 Certification is required.

The domain knowledge needed to understand the grants management lifecycle, how each system and sub-system supports the lifecycle process, and the technology used at each EHBs application level is critical to continuously operate, maintain and enhance HRSA’s program management needs.

CMMI Level 3 is required to address the following three areas of EHBs support services:

1. Product (O&M) and service (system) development

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2. Service (DME) establishment, management, and delivery

3. Product and service acquisition.

To address each of these support services, the contractor is required to meet the follwoing core process improvement areas:

Decision Analysis and Resolution;

Integrated Project Management;

Organizational Process Focus;

Training, Product Integration;

Requirements Development;

Risk Management, Technical Solution;

Validation, Verification, Capacity and Availability Management;

Incident Resolution and Prevention;

Service Continuity;

System Development;

System Transition;

Service Management; and

Acquisition Management.

With its CMMI Level 3, the contractor shall provide:

Improved schedule and budget predictability;

Increased productivity;

Improved product quality;

Improved Project Management; and

Increased customer satisfaction

III. TASKS

Domain One

Task Area 1–CORE EHB Development, Maintenance and Enhancements (DME) This task area enables HRSA to seek full life cycle support for development, modernization, and enhancement (DME) activities of the core Handbooks.

The contractor shall complete the following tasks consistent with the requirements of the EPLC, OIT PMO practices and the SDLC best practices:

Establish a quarterly progress meeting to review Earned Value Management reports, DME project progress, ongoing progress on change requests to existing projects, significant issues and risks, among other general topics. The format for this meeting will be designed in collaboration with the Government.

Develop an annual “Roadmap” of system enhancements for the coming three (3) years.

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This report shall include a set of recommendations from the Contractor to make improvements to the existing Core EHBs handbook applications, databases, web interfaces, common platform features, and; other system-level improvements to performance, capabilities, new technologies, useful third-party software (e.g. new middleware, software development kits, add-ins, etc.) or infrastructure (performance management, server management, network monitoring, etc.).

The report shall also include a summary of past recommendations and progress against those recommendations.

This report shall provide rough-order magnitude values for schedule, budget, and risk level for implementation.

This Roadmap shall be provided to the Government within 60 days of the beginning of each Federal fiscal year.

Support in designing and analyzing complex business processes in various grant and program management domains spanning multiple offices. The contractor shall also support HRSA in re-engineering existing business processes and help analyze the impact on existing systems and procedures. The areas where such analysis is required include, but are not limited to, identifying ways to process grant awards faster and more efficiently;

Support data analysis and migration;

Project management support of each project including project planning, status reporting, work breakdown structures, schedules, risk management, communications, SDLC phases per development method (i.e. waterfall, agile, etc.), monitoring and control, quality assurance, internal acceptance and documentation;

For the SDLC, perform detailed planning of each project/release, requirements gathering, requirements analysis, data modeling, design, development, data migration, functional testing, performance testing, security testing, 508 compliance testing, regression testing, user acceptance testing, configuration management, documentation, training and deployment;

Review and understand the EPLC project process agreement for each project and follow any tailoring guidelines;

Support third party product evaluations/reviews and analysis;

Support applicable stage gate reviews; and

Produce all deliverables per the project process agreement.

The contractor shall provide the continued capability to utilize Microsoft Active Directory for authentication of all internal users with the goals of providing single sign-on and easier policy

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Streamlining

The Office of Federal Assistance Management (OFAM) plans, awards, and manages HRSA’s portfolio of grants and cooperative agreements, and provides leadership, direction and coordination to all phases of grants policy, administration and independent review. HRSA’s grant management business process is supported by the EHBs that were originally deployed in 2001.

Since 2001, EHBs has been enhanced to expand the available functionality to support HRSA’s grant award process.

The following enhancements are needed as part of streamlining:

Author the help for awards within Wiki and tie it to the EHBs screens

Store the Financial Management Official (FMO) assignments at the CFDA and CAN level in the system and modify the functionality to leverage the assignments

Update the generic assignment manager to store the FMO assignments

Train the FMOs to use the tool

Enhance the application folder to allow more effective browsing of electronic applications

The majority of HRSA grants are subject to a mandatory, rigorous review and pre-award process. This initiative will incorporate into EHBs the functionality necessary to plan, schedule, and execute the myriad of tasks associated with all HRSA grants. Before a HRSA grant is awarded, there is an extensive process that must occur. This process includes the development and review of a grantee guidance document/funding opportunity announcement (grant application instruction), the posting of this guidance to Grants.gov, the receipt of the grant application and the scheduling of each grant applications’ review. Currently, the scheduling and workflow of these tasks occurs largely outside of EHBs. A complicated and cumbersome Excel spreadsheet is used currently to track the required pre-award activities and ensure timely review and processing of all grant applications. This initiative will automate the currently manual pre-award planning and scheduling process.

Central Contactor Registry (CCR)

This initiative will greatly benefit both internal and external users of EHBs. Currently, grantees are required to register a variety of organizational data with the Central Contractor Registry (CCR) before they can submit a grant application through Grants.gov to apply for a HRSA grant. This CCR data includes data such as the official organization name, DUNS number, and related information. Currently, there is no way for EHBs to accept, validate, and use this important data while processing the grantee application and interacting with the Payment Management System (PMS). This effort will ensure that confidential and vital grantee organizational information is processed seamlessly through the grant process while maximizing the use of the mandated CCR data. This will ensure that when grantees provide this data at the time of Grants.gov application submission, EHBs makes full use of validating the grantee organization while preserving the integrity of the data.

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Federal Property Forms

Certain HRSA grants allow the grantee to purchase medical or other equipment with the funds awarded. This initiative will permit EHBs to be programmed to include the new, standardized, tangible property forms. The utilization of these specific property forms are mandated by the Department and also benefit the grantee due to the forms’ use throughout the Federal Government. These new property forms are required for the proper documentation and tracking of all applicable grantee equipment. As part of this initiative, the new property forms will be added to the EHBs and will be readily available to all grantees for the purpose of recording any equipment purchases. These forms will be used throughout the grant process and will be critical especially during the grant close-out phase when all grantee equipment is accounted for and reconciled with grantee expenditures.

Integration with Federal Grant Systems

The contractor shall maintain the integrations with Grants.gov to ensure that applications are received within HRSA Electronic Handbooks (EHBs). The contractor shall:

Continue to enhance the EHBs to provide HRSA program managers with the capabilities of quickly responding to legislative and Government initiatives that reasonably fit in the architecture—such as: awarding grants and generating ad hoc report requirements on the fly for the American Recovery and Reinvestment Act (ARRA) and Affordable Care Act (ACA) projects.

Continue to integrate the EHBs with other HHS and interdepartmental reporting and management systems using sophisticated software.

Advanced Integration with the Center of Excellence (COE) – The EHBs is to be programmatically integrated with ACF’s Application Review Module (ARMs) through web services which allow for the programmatic exchange of application and review of information between the two systems.

Integration with or electronic web service communication with Payment Management System.

Integration with Grants.gov.

Integration with GATES.

Develop a unified HRSA view (enterprise-wide dashboard) of the management (e.g., monitoring on-going progress, and dissemination of the program results) of individual programs.

Automate and streamline HRSA’s Ryan White HIV/AIDS Part A and Part B award process. This complex process includes data collection, data validation, executing the formula calculations based on legislative requirements, and finally coordinating and integrating with other HHS offices such as: the Office of the Associate Administrator (OAA), Office of Program Support (OPS), Office of the General Counsel (OGC), EHB IDIQ Statement of Work 7/3/2012 8:33 AM Page 14

Division of Service Systems (DSS), Center for Diseases Control and Prevention (CDC)- (Surveillance Data), Division of Science and Policy (DSP), Division of Grant Management Operations (DGMO), and Division of Independent Review (DIR).

Bring to fruition HRSA’s vision of developing an enterprise-wide Program Site visit processes system that provides tools and reports to management to assess grantee compliance with legislative mandates and HRSA grant program policies, and to identify areas of strengths and opportunities for performance improvements. This tool will address the following HRSA challenges: Lack of standard operating procedures; Lack of a centralized document repository; Difficulty in tracking the status of site visits; Difficulty in tracking reviews/approvals; Need to monitor the grantees performance based on site visit findings; and Insufficient reporting capabilities.

Roll out an enterprise-wide search framework. Features of this framework will include: a powerful full-text search, hit highlighting, faceted search, dynamic clustering, database integration, rich document (e.g., Word, PDF) handling, and geospatial search.

Task Area 2 –EHB Operations and Maintenance

Under this task area, the contractor shall:

Establish a quarterly progress meeting to review Earned Value Management reports, special project progress (e.g. database software migrations), ongoing costs related to change requests, special operations requests, significant operational issues, among other general topics. The format for this meeting will be designed in collaboration with the Government.

Provide support for any and all operations and maintenance (O&M) requirements necessary to sustain HRSA at the highest levels of service and availability consistent with cost, schedule, and performance objectives. These solutions may be required across the HRSA Infrastructure, to include, but not limited to, the following operational areas: system administration, database administration, production data support, software change management; support to change control board; software and hardware upgrades, enhancements or maintenance of software, training, HRSA Contact Center, contingency planning and implementation and back up data center. This functional category includes the full range of O&M solutions, from maintaining and upgrading individual pieces of hardware and software to full- managed service solutions, if required.

Provide support to ensure that all requests routed to HRSA Office of Information Technology (OIT) are reviewed and acted upon. Requests that require modification to the data shall be identified and addressed appropriately.

Keep track of all requests and shall report using a suitable categorization that will help management identify the types of data change requests that can be avoided by enhancing the system. The contractor shall not change data using the backend process in situations where the system functionality supports changing the data using the interface. The

EHB IDIQ Statement of Work 7/3/2012 8:33 AM Page 15 contractor shall take utmost precaution in changing the data in the production environment and appropriate controls must be in place for all changes. Development resources shall not have access to the production environment and separation of duties shall be maintained. When the contractor requires more information in addressing the request, the contractor shall contact the designated operations point of contacts or the end user.

All changes must be communicated appropriately with adequate documentation describing the changes.

Monitor all the HRSA EHBs environments and provide adequate support to ensure that the system is operational and up and running 24x7 less the scheduled down time. Prior to installation of each release, the contractor shall ensure that the installation documentation is adequate and up-to-date. The contractor shall install the new components, as required.

The contractor shall ensure that all users are notified in advance of the scheduled downtimes with instructions for accessing, as appropriate.

Support for hardware capacity planning, specifications and set up.

Monitor the operational system and identify system problems or issues requiring attention.

The contractor shall keep the HRSA staff informed as to the status of the system. The contractor shall develop methods and procedures for mitigating or negating future system problems based on the contractor’s experience with the system.

Install upgrades to the supporting infrastructures, such as database and/or operating systems, as they become available. For such activities the contractor shall co-ordinate with the network staff within HRSA.

Work with the OIT on-site support team.

Perform maintenance and minor enhancements to include the following:

Planning and Announcement

Submission

Reviewer Database

Award and Negotiation

Project Management

Official files that include program; application; institution and grant

Grants.gov (interfaces and edits to accept data)

Interfaces to Bureau specific performance systems

Reporting

Gather requirements for all changes. The EHBs must be enhanced to meet the changing needs of the Agency, which may include those imposed by new legislation or program regulation or by HRSA's participation in Grants.gov or the Departmental consolidation of grants management systems.

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Maintain and revise the data models and data dictionaries as necessary (e.g. HRSA database, ODS, Workflow repository, Forms Metadata, BHCMIS, BPMH and other Bureau/Office level data collections applications). The HRSA EHBs data model is the foundation upon which the entire system has been developed. It is critical that the contractor shall assure that any changes to the data model and dictionary are based on a thorough analysis of the existing data sources and system requirements, and that the data model conforms to the original design principles and conventions.

The contractor shall maintain and must keep current the data models, dictionary and other associated documentation. Revisions to the documentation must be submitted to HRSA within 15 days after each release.

The contractor shall provide support services to other contractors as required to ensure that other contractors can interpret the data and the data model accurately. All changes that impact other contractors shall be communicated appropriately in advance.

Changes that are not backward compatible shall be avoided and in circumstances where they cannot be avoided, all contractors shall be briefed well in advance (60 day period is preferred).

Develop and maintain all software components necessary to satisfy the requirements gathered. The contractor shall maintain and enhance the system design including EHB pages, business logic, databases and all platform components such as integration server, grants.gov connector, GATES connector, file uploader, security and access control, messaging, document management, forms publisher and workflow as appropriate.

All system interfaces must be maintained to support HRSA's requirements, as well as planning for and implementing any that may be required during the period of performance.

Provide support for the EHB’s integrated knowledge management system (Knowledge Base) to store, organize, search and retrieve knowledge needed to respond to inquiries received via all communications channels, including those received through the hosted FAQ service and real time web based communications. The service shall incorporate innovative self-learning or equivalent technology to analyze, organize, and present information to enhance the user’s ability to effectively find information. At a minimum, the system shall have the following capabilities:

Real-time access to knowledge base via an easy-to-use secure web or equivalent interface for posting, updating, searching and retrieving information, including management reports by authorized personnel. Capability of sharing FAQ answers and information in the knowledge base with other systems and/or services through the use of XML.

Real-time and historical insight in the usage pattern and usefulness of the stored knowledge.

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Real-time access to search and retrieve information via the Internet by the general public.

Capability of automatically verifying the validity of internal and external links contained in the knowledgebase on a daily basis and notifying the Contractor of any invalid links.

The link verification process shall not disrupt availability of the knowledgebase to end users.

In addition, provide additional information to the KB as the system changes (prior to every minor and major release). Provide reviews (over the course of the year) of the existing information to ensure that it remains current with the changing system, correct and in alignment with HRSA policies, and succinct enough to avoid information overload and lack of adoption. Develop reports identifying changes made, to what area of the KB, by whom and when.

Provide the documentation in accordance with the schedule set forth in task orders issued by the Government. Identified below are some of the plans that the contractor is expected to provide as part of the task deliverables. The Contractor shall review all plans on a continual basis throughout the life of the contract in order to maintain their accuracy and appropriateness to the current operating environment. Subsequent to their initial acceptance by the Government, any changes to these plans shall require Government review and approval prior to their implementation. The Government reserves the right to require additional documents to meet specific task requirements.

Technology – identifies and defines the system architecture and configurations for both primary operation and backup systems, including those supporting applications such as the EIS/Platform Lite, ETL, ODS, ESR, etc., as well as, any Core EHB extension, Bureau/Office-level data collection application (ex. BHCMIS, BMPH, etc.).

Networks – identifies and defines the telecommunications/Internet services and most cost effective network design for supporting the EHBs operations.

Operations – identifies processes and procedures for managing support for any and all operations and maintenance (O&M) requirements necessary to sustain HRSA at the highest levels of service and availability. This plan includes, but is not limited to, the following operational areas: system administration, database administration, production data support, software change management; support to change control board; software and hardware upgrades, enhancements or maintenance of software, training, and issue ticketing for support of the HRSA Contact Center, BPHC Help line, and other customer inquiry sources.

Support for the Disaster Recovery/Contingency Plan – provide input into the plan by identifying every risk as well as the steps necessary to prevent it from happening in the first place. The plan shall include an alternate set of steps to minimize the impact should prevention fail.