24-IRA-038-OITA IR MOD Program Management Support PWS.docx

PERFORMANCE WORK STATEMENT

Information Returns Modernization (IR Mod) Program Management Support

1.0 INTRODUCTION AND BACKGROUND

The Internal Revenue Service (IRS) has set a goal to fully modernize the Information Returns (IR) processing pipeline by leveraging and building on the opportunity presented by legislative mandates, such as the Taxpayer First Act (TFA), Provision 2102 and American Rescue Plan (ARP) Modernization Portfolio. The long-term IR modernization solution will be scalable and compatible for information returns and other intake forms, such as tax returns and W2s. By using the IRS Enterprise Data Strategy and Cloud First vision, the end state will enable improved data access and data integration and enhanced compliance processing, while providing high availability and resiliency.

The Future State of IR Mod builds upon existing capabilities in the multi-release program approach. Each release introduces new functionality and capabilities that modernize how information returns are submitted, processed, and stored. Each release works towards enhancing the taxpayer experience, creating a foundation for future modernized functionality and a cloud based digital platform.

The target of full IR Modernization will:

· Consolidate, standardize, and simplify intake and validation systems and implement consistent processing.

· Migrate all IR forms, data, volume, and functions to a common platform, increasing consistency in processing across channels.

In January 2024 the IRS completed Release 2 (R2) of the IR Mod strategy. IR Mod R2.0 delivers additional functionality in the Information Returns Intake System (IRIS) for taxpayers, including enhanced system performance and the refactoring of existing forms to support intake and processing for Filing Season 24 (FS24) and multi-year submissions. These capabilities aim to reduce the need for future refactoring and will lay the foundation to handle future capacity needed to support broader modernization efforts (e.g., legacy system retirement, intake of Cryptocurrency returns). R2.0 also includes the migration of Information Return Processing System ( IRPS) to OpenShift containers that accelerates technology delivery and lays the foundation for the full move to cloud. To achieve end-to-end modernization of the IR pipeline from Intake through Data Certification and downstream compliance, the agency must continue to add capabilities and support for the entire array of IRs, and then retire the legacy intake and processing systems. The IR Mod Strategic Product Roadmap (see Appendix A) lays out the high-level plan for building out the IR Mod platform to completion. This roadmap provides guidance on prioritization of capabilities and will be reviewed and updated periodically as priorities are reassessed and new requirements emerge.

The Government Accountability Office (GAO) recommended that IRS Commissioner submit the agency’s IR Mod plan to Congress. The agency described how the IR Mod plan integrates with IRS’s broader IT modernization efforts; the resources needed to achieve effective and timely modernization; and the proposed schedule and scope of the effort. IRS is now beginning its analysis of the legacy IT environment and the Business’s compliance workflows in the Information Returns space. The integration will require coordination of the seven (7) ACIO organizations, the four (4) Business Operating Divisions (BODS), Counsel, Privacy, Governmental Liaison and Disclosure (PGLD), and all the various contractors – both those directly supporting IR Mod and those of interfacing programs.

The enactment of the Inflation Reduction Act (IRA) also impacted the IR Mod program, providing a need to accelerate delivery. These program changes, in concert with additional requirements (e.g., crypto and blockchain) requires that program management support services be continued until such time as an orderly transition can be accomplished.

2.0 IR Mod PROGRAM MANAGEMENT OFFICE (PMO)

The IR Mod Program Management Office (PMO) operates as an integrator across Business and IT Delivery Partners in the organization and is a part of the Applications Development (AD) Submission Processing (SP) in the IRS IT organization.

The IR Mod PMO performs the following services:

· Manages the execution of the program and is accountable for overall Program success

· Acts as the front door between IT and the Business

· Manages and executes the Product Roadmap & Release Plan

· Communicates and integrates across the Enterprise

· Executes the governance framework

· Manages scope, schedule, and cost associated with application delivery

· Coordinates resource and risk management

The contractor shall support a lean Program Management Office for IR Mod. The areas of work and functions depicted in Figure 2.1 define how the IR Mod PMO will support TFA 1099 Platform implementation.

In accordance with the lean PMO approach, each member of IR Mod will likely support multiple functions. The following areas are key to the success of complying with the TFA 1099 Platform Provision:

· Program Management - Coordinate core project functions (e.g. communications scope, schedule, risk, resourcing)

· Stakeholder Engagement - Drive integration across internal and external partners

· Governance - Establish and utilize oversight and decision-making mechanisms to report and monitor program progression for senior leadership

· Implementation & Integration - Integrate delivery partners and execute implementation plans and requirements

The IR Mod Program organizes work into two releases annually, usually one targeted at mid-year, and one during Filing Season.

2.1 IRS AGILE ENTERPRISE LIFECYCLE (ELC PATH)

IR Mod Program development follows the IRS Agile ELC path as outlined in the figure below.

Figure 2.1.1 IRS Agile Path

3.0 SCOPE OF WORK AND DESCRIPTION OF TASKS

The activities and responsibilities of the contractor will include those identified under the task areas listed below.

3.1 Task 1, Program Management Support

The contractor shall provide and maintain program management office support expertise and shall use proven and mature program management office support practices and processes in the execution of the Program Management Office Support for the TFA legislative mandate specifically Sec. 2102 (1099 Platform). The contractor should have experience managing high-profile, and complex programs using a federated delivery team model.

The contractor shall provide and support the following tasks as related to program management support:

1) Update and maintain IR Mod Program Delivery Approach, Provision Timeline, and Delivery Roadmap.

2) Leverage existing PMO resources and leading practices across IRS IT to adapt the organization structure, composition, and roles/responsibilities for the IR Mod PMO organization with a focus on reducing duplication of efforts.

3) Provide support for identifying and tracking IR Mod related risks and issues, identifying mitigation strategies and impacts to the overall IR Mod schedule.

4) Develop and execute an IT strategic communications plan and activities to communicate about IR Mod Program (e.g., Town Halls, Newsletter), leveraging existing IT strategic communication channels, and integrating with similar enterprise- and business-led engagement efforts.

5) Create, manage, and maintain required IR Mod Program artifacts required by the TFAO and other external governing bodies (i.e., Provision Timelines, ELC Documentation).

6) Manage and maintain IR Mod Program PM artifacts such as Action Item tracker, Key Decision Tracker, and IR Mod related meeting minutes.

7) Provide ad-hoc direct support to the IR Mod Program IT Executive Lead

8) Manage and maintain the program Integrated Master Schedule (IMS) and Work Breakdown structure (WBS).

9) Coordinate periodic and Ad-Hoc congressional reporting including analytics and measurement.

10) Coordinate internal and external reporting for IRS leadership.

11) Provide support for communication across IR Mod stakeholders as well as to IT and Business Executives around program updates, risks, issues and general integration updates.

12) Provide ad-hoc direct support to the IR Mod IT Executive Lead

13) Create new, as needed and maintain existing IR Mod PMO artifacts such as Action Item tracker, IMS, Key Decision Tracker, and related meeting minutes.

14) Create, manage, and update IR Mod PMO reporting templates (i.e., Quad Chart, Executive Dashboard, Weekly Status Report, ARP Gantt Chart)

15) Provide support for identifying and tracking IR Mod related risks and issues, identifying mitigation strategies and impact to the overall IR Mod schedule.

16) Integrate with delivery partners, including Enterprise Services, and IR Mod Workstreams to share IR form prioritization and facilitate the creation of additional user stories and epics to be included in future PI/sprints.

17) Provide ad-hoc direct support to the IR Mod IT Executive Lead and Deputy

18) Refine, establish, and continue IR Mod Executive Engagement activities and reporting deliverables (e.g., A/D/CIO Briefings, EPMO Executive Dashboards, Executive Oversight Team Meetings)

19) Create and support strategic plans for IR Mod program’s integration with Enterprise initiatives (i.e., Mod Plan, Enterprise Cloud Architecture and Design, Taxpayer First Act Report to Congress) to drive IR Mod progress with Enterprise alignment, as feasible.

20) Develop and facilitate Business/IT Executive Forums to achieve updated governance and oversight activities.

21) Continue producing IR Mod Executive briefings to provide leadership with updates, decision points, and a forum to discuss cross-ACIO area components.

22) Continue to support IR Mod Risk Management processes and engage with Delivery Partner to identify, track, and mitigate program risks.

23) Refine communication plan to account for additional legislative reporting (e.g., American Rescue Plan) and other anticipated reporting needs (e.g., Budget Reconciliation) as well as additional stakeholders and engagement requirements needed for program success.

24) Continuously assess stakeholder communication requirements and execute IR Mod Communications strategy through design, development, and delivery of targeted, high impact communication products (e.g., digital communication products, recurring program updates, marketing slicks) aligned to IR Mod program activities and objectives.

Desired Outcomes:

1) Application of program management office support practices and controls that allow Senior Leadership supporting the IR Mod Program efforts to effectively establish and maintain control of program status implementation, execution, costs, and schedule.

2) Ensure effective and efficient management and oversight of program tasks completed with accuracy, high quality and per planned schedules and budgets.

3) Successfully facilitate and track decision making throughout different phases of the IR Mod implementation life cycle. Successfully coordinate progress updates for the periodic congressional reports. Successfully track implementation status for IRS leader and provide regular and ad-hoc briefing. Successfully manage external communication and significant project changes.

3.2 Task 2, Program Integration Support

The contractor shall support program integration through the establishment and execution of stakeholder engagement processes, including analysis, documentation, and management of program level action items, dependencies, risks, and gaps.

The contractor shall also work with the IR Mod PMO to provide programmatic integration and implementation support by working with Delivery Partners (Application Development (AD), Cyber, Enterprise Operations (EOPs(, Enterprise Solutions (ES),User & Network Services (UNS), Strategy & Planning (S&P), etc.) and the Business stakeholders to gather, coordinate and integrate IR Mod Program requirements used in building technical capabilities. The contractor should have experience managing high-profile, and complex programs with multiple integration points that required the coordination of work efforts across multiple delivery partners to deliver modernized and legacy capability.

The contractor shall provide and support the following tasks as related to program integration:

1) Execute an integration strategy across ACIO Delivery Partners (AD, Cyber, EOPs, ES, UNS, S&P, etc.); and between IT and the Business stakeholders. Integration strategy should follow integrated project/delivery team model.

2) Provide support for communication across stakeholders to include IT and Business to cover program updates, risks, and issues.

3) Document the recommended stakeholder engagement processes and establish and develop a stakeholder interaction model to facilitate engagement between the IR Mod PMO, IRS Business and IT Delivery Partners.

4) Conduct technical requirements decomposition with IT to identify and validate cross-program IR Mod Program provision capabilities, integration points, requirements, and interdependencies.

5) Provide programmatic integration support to organize and manage IR Mod Program to identity gaps, track action items, track milestones, and evaluate and report progress.

6) Provide continuous requirements refinement and decomposition to produce “build-to” requirements needed to sufficiently inform development efforts.

7) Establish and maintain an integrated release plan.

8) Develop and support IR Mod Program release management plan.

9) Integrate and coordinate support from Enterprise Cloud Architecture and Design (ECAD) and across IT Delivery Partners to facilitate planning, execution and decision-making related to Cloud capabilities and readiness.

10) Identify and escalate risks related to Cloud integrated planning such as stakeholder engagement and technical engagement.

11) Create and maintain program roadmaps, IMS, and reporting for Cloud implementation.

12) Develop framework, in conjunction with ECAD, for dependency management.t

13) Provide coordination support across the IRS Business Units for Rapid Requirements Elicitation (RRE) and stakeholder alignment.

14) Support external reporting to organizations, such as IRS Advisory Committee (IRSAC) and Electronic Tax Administration Advisory Committee (ETAAC)The contractor shall support integration with IR Mod, Phase 1 Design Team to provide analysis of architecture decision impact on delivery.

15) Provide gap analysis of existing proposed architecture to determine outstanding decisions .

16) Provide coordination support across impacted Delivery Partners to facilitate decisions around identified gaps.

17) Plan and facilitate architectural direction and outstanding decision discussions.

18) Develop and execute an architecture decision tracker to increase transparency and resolve outstanding decisions with IR Mod leadership.

19) Continue to coordinate leadership and stakeholders planning sessions to identify start, stop, continue activities, and to encourage active conversation about successful activities across IR Mod workstreams and ACIO areas.

20) Continue supporting release management and lifecycle support across remaining IR Mod phases, including allocation of requirements and identification of risks, issues, dependencies, release deliveries, and groomed program backlog.

21) Maintain integration activities such as scope management as related to delivery of the Taxpayer First Act Sec. 2102 legislative mandate.

22) Update and execute IR Mod production readiness approach that defines and documents how technical and schedule risks/ issues will be mitigated, around infrastructure and code deployments.

23) Support further technical analysis of existing IR Mod architecture and design decisions/artifacts to identify technical gaps and conduct additional working sessions to address the gaps or determine mitigations.

24) Provide support in the development, approval process, and tracking of IR Mod Program Unified Work Requests and Change Requests via the Work Request Management System.

25) Provide expertise for IR Mod current and future data ingestion to drive alignments between key stakeholders on the future state roadmap.

Desired Outcome:

1) Ensure that all internal and external stakeholder efforts are aligned to support delivery of the IR Mod planning for all releases.

2) Integrate delivery partners and execute implementation plans and requirements in accordance with IRS Legislative framework.

3) Ensure that the IR Mod PMO can support external engagement requests from Small Business/Self Employed (SB/SE).

4) Integrate IR Mod Design Team to determine outstanding engineering decisions needed for each release.

3.3 Task 3, Technical Integration Support

The contractor shall work with IR Mod Program, Delivery Partners (AD, Cyber, EOPs, ES, UNS, S&P, etc.) and the Business stakeholders to gather, coordinate and integrate IR Mod requirements used in building technical capabilities. The contractor should have experience managing high-profile, and complex programs with multiple integration points that required the coordination of work efforts across multiple delivery partners to deliver modernized and legacy capability.

The contractor shall provide and support the following tasks as related to Implementation and integration Support:

1) Decompose the IR Mod Program requirements, user stories and Platform backlog as an input Solution Architecture & Design and Program Increment Planning and Sprint Planning sessions.

2) Plan and conduct Sprint Planning Sessions to define the user stories that will be completed as a part of each PI and sprint.

3) Create, manage, and complete IR Mod Program documentation required by the ELC or One SDLC.

4) Provide preparation support for any sessions related to deeper technical discussion into topics areas provided or defined in the IT to IT RRE sessions related to integration into legacy systems.

5) Provide continued IT delivery partner engagement support in developing working sessions to work through and capture key IR Mod decisions that require Business and/or Delivery Partner input.

6) Provide support, as necessary, in the elicitation or development of Non-Functional Requirements

7) Provide additional Business engagement support to SB/SE Taxpayer First Act Provision 2102 owner to Wage & Investment for IR Mod planning efforts.

8) Provide coordination support across the BODs for IR Mod to include RREs and stakeholder alignment.

9) Provide support in connecting BODs with necessary IT stakeholders to provide clarifications or answer that require input.

10) Support external reporting to organizations, such as IRSAC and ETAAC

11) Assess data needs for IR Mod releases (e.g., Crypto Reporting) to support a multi-release program.

Desired Outcome:

1) Integrate delivery partners and execute implementation plans and requirements in accordance with IRS Legislative framework.

2) A requirement engineering process that integrates with IRS enterprise processes and tools, provides visibility into all program and project requirements, maintains and illustrates requirements traceability from business benefits and needs through deployment and facilitates rapid identification of issues.

3) A future-state roadmap depicting a fully modernized data approach for IR Mod with recommended incremental cadence.

3.4 Task 4, Organizational Readiness Support

The contractor shall provide IR Mod Program support for organizational readiness (OR), including readiness related to the addition of Cloud capabilities and potential outreach to the transmitter community for Phase 2 by working across the IRS technical and business organizations to ensure the people, process, financials, and technology are ready to support development, delivery, and operation of IR Mod capabilities.

The contractor shall provide and support the following tasks as related to Stakeholder Engagement support:

1) Develop IT Organizational Readiness plan to evaluate enterprise preparedness, track progress, milestones, and gaps across the areas of people, process, technology, and financials.

2) Determine readiness component areas, engage, and align stakeholders, identify organizational readiness timeline impacts.

3) Identify, document, and communicate end-to-end technical and organizational readiness requirements throughout the lifecycle of the program.

4) Revise, review and update program Organizational Readiness Plans to reflect changes and modifications in implementation planning. Develop a plan for implementing organizational readiness capabilities, e.g., workshops, readiness assessments, tabletops, integration, and operations planning.

5) Collaborate with IT and Business stakeholders to capture the people, process, technology, and financial-related impacts of IR Mod and establish common understanding of scope of change for IR Mod and the role impacted stakeholder groups play in program success.

6) Provide recommendations to drive engagement and adoption of IR Mod based on key stakeholder groups’ interaction with IR Mod solution and their unique communication and engagement needs

7) Facilitate early identification and resolution of organizational readiness gaps; maintain an IR Mod Program Gap Log and incorporate updates into existing Program Management practices (e.g., Risk Register, IR Mod IMS)

8) Identify and implement organizational readiness activities that should be considered during the pre-deployment, deployment, and post-deployment stages of IR Mod and develop detailed, action-oriented plans to close gaps and enable smooth production go-lives

9) Update and track detailed, action-oriented plans to close gaps and enable smooth production go-lives; track and analyze an IR Mod Program Gap Log and incorporate updates into existing Program Management practices (e.g., Risk Register, IR Mod IMS)

10) Continuously assess enterprise priorities, IR Mod goals, and the long-term strategy to track program milestones (e.g., cross-ACIO confidence milestones) and performance measures for each milestone

Desired Outcome:

1) Ensure that all internal and external stakeholder efforts are aligned to the IR Mod program objectives.

2) Ensure organizational readiness activities are coordinated and executed with gaps identified and resolutions implemented across business and delivery partners for the IR Mod program.

4.0 DELIVERABLES

The contractor shall be responsible for, and its performance will be measured by, the timeliness and quality of the deliverables set forth below.

4.1 Task Order Kickoff Meeting

Within five (5) business days of task order award, the contractor shall meet with Government representatives at a mutually agreed upon location or via teleconference. The intent of this meeting is to initiate the communication process for this effort between the IRS and the contractor by introducing key task order participants, explaining their roles, reviewing communication ground rules, and assuring a common understanding of task order requirements and objectives.

The completion of this briefing shall result in the following:

· The IRS may show the applicable facilities to the contractor, if work will be performed on at an IRS site.

· The Government may provide Government Furnished Equipment (GFE) and/or Government Furnished Information (GFI)

· Any issues concerning the contractor employee security clearances will be discussed.

· The contractor shall demonstrate confirmation of their understanding of the work to be accomplished under this Performance Work Statement.

· The contractor shall provide meeting notes (inclusive of any follow-up actions) to the Government within five (5) business days after the meeting.

4.2 Schedule of Deliverables

The contractor shall provide the deliverables as described in Table 1 below during the performance of this Task Order. All contractor deliverables or work products shall remain categorized as "Official Use Only.” The release of any portion must be authorized in writing by the Government. The deliverables and work products will be provided in electronic format and shall comply with all applicable standards of Section 508 of the Rehabilitation Act.

The final format and content requirements, if not stated in the performance work statement (PWS), may be mutually developed and agreed upon among the IRS Program Manager (PM), the contractor and the contracting officer’s technical representative (COR).

Table 1: Schedule of Deliverables

Section 5.1, Kickoff Meeting

Task 1, Program Management Support

IR Mod Program Quad Chart Updates, 1099 Platform 2102 provision Program

Delivery Approach, Provision Timeline, and Delivery Roadmap Ad-Hoc 0-3 times per month due date will be identified and agreed upon between government and contractor

Task Area 2, Program Integration Support

Task 3, Technical Integration Support

Ad-Hoc 0-3 times per month due date will be identified and agreed upon between government and contractor

Ad-Hoc 0-3 times per month due date will be identified and agreed upon between government and contractor

Integrated Release Plan Ad-Hoc 0-3 times per month due date will be identified and agreed upon between government and contractor

Task 4, Organizational Readiness Support

*TBD – To Be Determined

4.3 Submission of Deliverables

Any deliverable that does not comply with the acceptance criteria outlined in the BPA, the Task Order or the Quality Assurance Surveillance Plan (QASP) shall be considered rejected. Unless otherwise agreed upon by the contractor and the COR or otherwise specified in the Task Order, the COR shall provide written feedback on deliverables within ten (10) business days. The contractor shall provide revisions within five (5) business days of receipt of the COR’s feedback. The number of days allotted to the contactor for re-submission of deliverables may be adjusted if agreed upon by both parties. If the vendor has not been notified of any discrepancies within ten (10) business days after submission of the deliverable or successful completion of a task, the deliverable or task shall be considered accepted.

Unless otherwise specified in the Task Order, all deliverables/ work products shall be provided no later than 4:00 p.m. EST on the applicable due date(s).

4.4 Documentation Requirements

The contactor shall provide all documentation in Section 508 compliant electronic format and, upon request by the Government, in hard copy format. The Government will have the right to request suppression of hard copy deliverables in cases where security and privacy concerns are a factor, or to reduce paperwork burden. All deliverables resulting from work executed under this contact shall convey to the Government. In addition to the requirements set forth in the QASP, all documentation shall be provided in accordance with the criteria set forth below:

· Completeness – The document demonstrates a level of detail to show understanding of the requirements, technology and design, customers and operating environment.

· Feasibility - The document defines information which is formatted properly, contains valid information in support of this task order and provides a deliverable within time constraints.

· Understandability - The document is to be clean, clearly written, all printed words are legible, and the outline is easy to follow. All diagrams are easy to understand and relevant to the supporting narrative.

· Accuracy – The document is accurate in presentation exhibiting clear and concise information, technical content, and adherence to accepted elements of style, operational content, and consistent within itself and with other documents.

· Practicality - The document provides information and guidance that is practical for implementation within the IRS environment and appropriate given the subject organization’s level of maturity.

5.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The contractor’s performance under this Task Order shall be measured against and monitored by the performance standards, acceptable quality levels and surveillance methods contained in the Quality Assurance Surveillance Plan (QASP) Attachment 1 (Attached).

The QASP provides a means for evaluating the contractor's performance to ensure that the Government receives the level of service required to achieve the objectives of this requirement.

6.0 PERIOD OF PERFORMANCE

The period of performance of this Task Order shall be for a base period of twelve (12) months with two (2), twelve-month options.

7.0 PLACE OF PERFORMANCE

All work shall be performed at the contractor’s site.

8.0 GOVERNMENT FURNISHED PROPERTY (GFP) AND INFORMATION (GFI)

Government furnished property (to include material, equipment, and/or information) shall be provided in the performance of this Task Order. The IRS will provide the following property:

Identification Badge

TBD

Government furnished information (to include manuals, notes, memos, instruction materials, and other information) shall be provided during the performance of this agreement. The IRS will provide the following information

Manuals, Directives, and IRMs through the IRS Intranet.

TBD

Access to standards and guidelines and any other documentation that is required for the satisfactory performance of this requirement will be made available to the contractor no later than five (5) business days after request.

The issuance, handling and disposition of GFP shall be conducted in accordance with FAR 52.245-1, Government Property, Alternate I, 52.245-9, Use and Charges and the requirements set forth in Section 11, Security Requirements. All GFP/GFI shall be returned to the Government upon contract completion, as appropriate.

9.0 TRAVEL

Contractor travel shall not be reimbursed under this Task Order.

The Government will be responsible for reimbursement of travel costs only when the COR has authorized such travel. All travel must be pre-approved in writing by the COR before any travel commences. This documentation can be an e-mail sent from the COR’s government authorized e-mail account. All authorized travel requested by the COR will be paid for on a reimbursable basis in accordance with the Federal Travel Regulations and FAR 31.205-46, Travel Costs.

Receipts for significant travel cost such as airfare lodging, and ground transportation shall be submitted with the request for reimbursement to the COR. The request should also include the COR’s preapproval documentation. No labor cost or profit may be charged against the travel funding amount. The Government will retain any unused balance of the travel funding at the end of each performance period of this contract.

The Contractor shall invoice for travel separately and will include at a minimum all hotel receipts, airline receipts, train receipts, rental car receipts, and other receipts over $75 as may be required. Each travel invoice will summarize:

· All receipts for each authorized trip

· All trips taken to date image1.png