Attachment 1-PWS-Req. 378136 Rev. 0 - Peoplesoft Professional Support.pdf

General Materials or Services- Rev 3 10/10/2024

Performance Work Statement

For

General Materials or Services

Title: Implementation professional services for PeopleSoft Enterprise Resource Planning: Finance and Human Capital Management: Human Resources

Date: 3/30/2025

Revision Number: 0

Requisition Number: 378136

Table of Contents

INTRODUCTION / BACKGROUND

1.1 OBJECTIVE

1.2 DESCRIPTION OF WORK – GENERAL

1.3 DESCRIPTION OF WORK – SPECIFIC

1.3.1 Task 1 - PeopleSoft Enterprise Resource Management: Financials, General Ledger, Project Costing and Billing

1.3.2 Task 2 – PeopleSoft Human Capital Management

1.3.3 Task 3 – PeopleSoft Human Capital Management: Time & Labor

DELIVERABLES/SUBMITTALS

2.1 Deliverables

2.2 Submittals

PLACE OF PERFORMANCE

3.1 Onsite Work Location/Potential Access Requirements

3.2 Site Access and Work Hours

3.3 Badging

REQUIREMENTS

4.1 Engineering Requirements

4.2 Environmental, Safety, and Health Requirements

4.3 Quality Assurance Requirements

ACCEPTANCE CRITERIA

CONFIGURATION MANAGEMENT

6.1 Configuration Management Requirements

6.2 Applicable Standards

6.3 Verification/Hold Points

QUALIFICATIONS

SPECIAL REQUIREMENTS

8.1 Training

8.2 Use of Government Vehicles

8.3 Government Property

8.4 Hanford System Access Requirements

8.5 Electrical Components

8.6 Section 508 of Rehabilitation Act Applicability

8.7 Records Management

8.8 Privacy

ACCESS AUTHORIZATION/CLEARANCE REQUIREMENTS

MEETINGS

10.1 Meetings

INTERFACE/NOTIFICATIONS

APPENDICES

INTRODUCTION / BACKGROUND

The Department of Energy Hanford Field Office manages the Hanford Site working toward protecting the workers, public, and environment by further reducing risk, as well as providing the necessary infrastructure for continued safe and effective cleanup operations, access and use. This is accomplished by work performed by contractors and subcontractors, to ensure the safety of Hanford cleanup.

As a Prime Contractor to the U.S. Department of Energy, Hanford Mission Integration Solutions (HMIS) is responsible for providing direct support to the DOE Hanford Field Office and its contractors with cost effective infrastructure and site services integral and necessary to accomplish the Hanford Site environmental cleanup mission.

HMIS Information Management Services is responsible for the Hanford Site Information Technology services and managing site wide software applications for all Hanford Site Contractors. HMIS is implementing the PeopleSoft Enterprise Resource Planning (ERP) Finance module and the Human Capital Management (HCM) product for multiple select contractors at the Hanford site. The system will support multiple companies in managing finance planning and resources and human capital activities.

1.1 OBJECTIVE

HMIS Information Management Services (IMS) requires the services of an experienced subcontractor to provide professional advisory and implementation services for an upgrade/redeployment from Finance GL and Project Costing to PeopleSoft Enterprise Resource Planning (ERP) Finance Module, Human Capital Management (HCM) module and a new PeopleSoft Time and Labor Module at Hanford.

1.2 DESCRIPTION OF WORK – GENERAL

The subcontractor shall provide technically qualified resources that work as a part of a team under the direct oversight of HMIS.

Subcontractor resources shall be responsible for independently planning, organizing, and performing a wide variety of non-hazardous specialized administrative/technical duties in support of the successful completion of goals and deliverables. Additionally, the subcontractor shall furnish all necessary labor, technical and professional services, supervision, materials, tools, equipment, consumables, and payment of any applicable taxes to perform all operations necessary and required to perform the scope as directed by HMIS

Unless otherwise approved, the subcontractor shall work in accordance with HMIS subcontract requirements, operating policies and procedures and shall be responsible for execution of the work in accordance with the quality standards and requirements specified for assigned project and facility.

Specifically, HMIS requires a subcontractor to provide: Advisory and implementation professional services for PeopleSoft Enterprise Resource Planning: redeployment of Project Costing for Public Sector, Financials with General Ledger with new implementation of Billing and redeployment of PeopleSoft Human Capital Management: Human Resources, Payroll, Pension Administration, Benefits Administration, Absence Management with new implementations of Recruiting Solutions, Succession Planning, eCompensation, ePerformance and Time and Labor. Assist with the best practices configuration of the modules, requirements gathering, training, and implementation of the modules at the Hanford Site.

1.3 DESCRIPTION OF WORK – SPECIFIC

This Performance Work Statement (PWS) serves as the Master Agreement PWS and defines the overarching scope of the services to be provided and the requirements applicable to the Master Subcontract as well as any associated Subcontract Release(s) issued against it. The work products and services to be provided, including any specific HMIS standards and requirements, required for the successful completion of this work activity includes providing configuration requirements collection based on the MVP requirements in Appendix A, B, C re-architecting modules and/or business processes, identification of customizations that may be discontinued, applying best practices configuration, and software familiarization for both functional and technical staff. The sub-contractor will prepare remote demonstration and product familiarization session(s) that will support the better than general understanding of the end user functions, and technical configuration of the product. This will be performed by qualified and knowledgeable staff to answer in-depth questions from attendees on the system functionality and capabilities. Provide training and training resources for end users based on the specific configuration at Hanford prior to implementation and cutover to the solution. Advise on the following: software and data environments, on-prem environment configuration and software installation, configuration and leveraging of the PeopleSoft Update Manager (PUM), aid in data migration or importing as needed, software upgrades and patching during configuration stages as updates are released from the software provider, establish permission based groups aligned with user types identified by Hanford, system configuration & architecture to include the planning and configuration of the system-level core features such as setup of users, organizations, security roles, creating reports etc., data conversion assistance with the data mapping of the current and historical data into the appropriate system data structure including identification of the methodology and tools, plan and process for the conversion of legacy data information, testing best practices, guidance and process to support comprehensive testing of the software solution including but not limited to Unit Testing, integration testing, user acceptance testing, security testing, end-to-end testing and regression testing ensuring they meet requirements, project management and oversight by coordination with the HMIS project manager on a daily basis on ongoing and upcoming tasks, planning, issues resolution and governance management. Project status reporting weekly and monthly to include monthly accruals reporting.

1.3.1 Task 1 - PeopleSoft Enterprise Resource Management: Financials, General Ledger, Project Costing and Billing Implementing includes ERP modules PeopleSoft Project Costing for Public Sector, PeopleSoft Enterprise Financials which includes standing up the PeopleSoft Billing Module from the current mostly manual process. PeopleSoft Financials includes Asset Management, Billing, Cash Management, eBill Payment, General Ledger, Payables, and Receivables to be configured on an on-prem environment along with PeopleSoft Update Manager (PUM). Assist in updating PeopleTools to the latest version. See Appendix A for requirements.

Hanford is currently running a limited 9.2 Image 5 project Costing and General Ledger setup. PeopleTools version is currently 8.55.26. The on-prem environment will consist of production, test and development and a new PUM. Hanford is currently running 6 business units.

There are 30 output interfaces and 16 receiving interfaces currently. These interfaces need to be evaluated for functionality being configured into the new solution as appropriate.

1.3.2 Task 2 – PeopleSoft Human Capital Management

Implementing includes HCM modules Human Resources, Absence Management, Benefits Administration, eCompensation, ePerformance, Payroll, Payroll Interface, Pension Administration, Recruiting Solution, Succession Planning, and PeopleTools. See Appendix B for requirements.

HMIS is currently running PeopleSoft 9.2 image 19 (full in 2017 with Tax Updates thru image 50) customized with removal of features during past upgrades. Seeking fresh product install in newly stood up on-prem servers to bring up to date functionality from current install with very few customizations. HMIS will stand-up new server environments for production, test and development and a new PeopleSoft Update Manager (PUM). Hanford is currently running 5 business units that currently share the General Ledger structure.. The current headcount is ~6000 for payroll and a user base in HCM of ~135. Currently HCM PeopleSoft has 28 output interfaces with 7 input interfaces. These interfaces need to be evaluated for functionality being configured into the new solution as appropriate.

1.3.3 Task 3 – PeopleSoft Human Capital Management: Time & Labor Implementation includes HCM modules for Time & Labor in coordination with other HCM modules in task 2. See Appendix C for requirements.

HMIS currently is running a custom developed and maintained time recording system developed in ColdFusion named Time Information System (TIS). Old Time Information System currently has 7 output interfaces and 2 other input interfaces. Once the new Time and Labor is stood up the interfaces will decrease to 5 output interfaces and no other inputs as Financials and Human Resources will all be within the PeopleSoft modules.

DELIVERABLES/SUBMITTALS

2.1 Deliverables

Deliverables are required, the specific deliverables, dates for completion, reviews, etc., are as follows:

• Provide a weekly project schedule update based on the latest progress achieved and forecasted scheduled completion for on-contract scope. The schedule updates need to include updated actual start and finish dates by the close of business each Friday.

• Provide a monthly status report to include current schedule with forecasting planning, monthly accrual reporting and issues tracking.

• Update Risk Management Registers and provide updates to stakeholders on need for mitigation, successful mitigation, upcoming risks, and other criteria immediately as changes occur or bi-weekly, whichever comes first.

• Status meetings with HMIS identified stakeholders to review the updated project plan and schedule and plan of the week each Monday morning, based on Hanford working hours. Meeting minutes will be provided by the Subcontractor.

• Initial complete project plan, approach and schedule for implementation which includes efficiencies and possible phased implementation approach two weeks after contract award.

2.2 Submittals

If the PWS requires the submittal of Subcontractor Information, the following apply:

No submittals are required.

PLACE OF PERFORMANCE

Will work be performed on the Hanford site: Yes- For any work performed on the Hanford Site or any HMIS controlled facility, the provisions of the On-Site Services shall apply to the subcontract personnel. please see sections below for specifics.

3.1 Onsite Work Location/Potential Access Requirements

The primary work location under this subcontract shall be remotely over Teams or at the Subcontractors work location. Should on-site training be proposed, the HAMMER training facility will be used. On-site training is expected during the implementation of the module.

3.2 Site Access and Work Hours

Hanford personnel at the Hanford Site work a standard 4/10 schedule. The standard work week consist of ten (10) hours of work between 6:00 a.m. and 4:30 p.m. Pacific Time with one-half hour designated as an unpaid period for lunch, Monday through Thursday.

Work performed outside normal operating hours shall be coordinated and/or approved through the BTR and/or the Contract Specialist prior to performing the work.

3.3 Badging

For any on-site work, see On-Site Services Special Provisions for details. The subcontractor shall wear a Buyer issued security badge identifying themselves. A minimum of two (2) working days advance notice is needed for site badging. Subcontractor employees will be required to submit to vehicle searches and not personally carry or transport certain prohibited articles.

REQUIREMENTS

The requirements listed below are to identify specific standards the subcontractor and subcontractor personnel will be obligated to work to in support of this Performance Work Statement (PWS).

4.1 Engineering Requirements

Engineering requirements applicable: No

4.2 Environmental, Safety, and Health Requirements

The Subcontractor shall perform work safely, in a manner that ensures adequate protection for employees, the public, and the environment, and shall be accountable for the safe performance of work.

Unique or specific requirements: No

4.3 Quality Assurance Requirements

The work activities for this PWS have been designated as a Quality Level G - Q Level 0 - GS.

The subcontractor shall be responsible for performing quality workmanship and shall conduct the quality control measures necessary to ensure work conforms to referenced codes and standards, and other requirements defined in this PWS.

ACCEPTANCE CRITERIA

The subcontractor must meet all project milestones (as negotiated from proposed Milestone Payment Schedule and other Milestones as agreed at time of contract) on the date determined by the project schedule with in a tolerance of +/- 5%. All change orders must be submitted to HMIS procurement and approved prior to work started. If at any time the subcontractor cannot meet a deliverable date or completion of a milestone based on the project schedule baseline, they must give prior notice within 30 days of the due date, or 48-hour notification for unexpected delays with a cause justification and mitigation and submitted to HMIS Procurement to be reviewed and approved..

CONFIGURATION MANAGEMENT

6.1 Configuration Management Requirements

Configuration items will be managed providing for Configuration identification, Configuration control and Configuration status accounting.

Configuration items will be well documented and include a labeling system that uniquely identifies each configuration item, changes to configuration items by revision or version, and provides the ability to uniquely identify all configuration items. Develop configuration management processes and activities, including establishment of configuration baselines with 1. Control and approval of changes prior to implementation 2. Process for maintaining proposed and approved changes not implemented 3. Process to communicate status to affected organizations/users and 4. Requirements for retesting and acceptance of the test results. Configuration change control process, including the initiation, evaluation and disposition of software changes and issues. Ensure that design mechanisms and security controls for the software, including those for the protection of Official Use Only and Controlled Unclassified Information within the system has been addressed.

Subcontractor will work with HMIS Project Manager to ensure HMIS Hanford configuration management is implemented into the process.

6.2 Applicable Standards

There are no specific applicable standards identified for this PWS.

6.3 Verification/Hold Points

Software verification and validation (V&V) is a collection of activities that are planned, documented and performed for software, software changes, or system configurations, which are determined by the business and technical requirements that guide the software procurement or design and development. Subcontractor will work HMIS Project Manager to accomplish Verification and Hold Points.

QUALIFICATIONS

The Subcontractor shall ensure that its personnel meet and maintain the appropriate training, qualifications, and certification requirements to perform the work as specified in this PWS. The subcontractor must provide PeopleSoft Implementation services with at least 10 or more years demonstrated expertise and experience working the specific tasks as assigned such as Time and Labor, Human Capital or Financial modules. Staff should have resumes submitted with their proposal that demonstrate expertise, skills and experience with similar size projects. Additionally, the subcontractor shall perform work in accordance with the specifications, exhibits, and other documents, which made by reference, are a part of the PWS.

In order to determine the subcontractor qualified to perform the scope of work as outlined, the subcontractor must have the following qualifications:

• Subcontractor shall provide individuals that have a minimum of 10 years’ experience or equivalent implementing PeopleSoft ERP, HCM, and Time and Labor modules. Certified resumes (signed by individual for verification) will be submitted for key individuals proposed and scheduled to work on this effort for proof of experience, skills and expertise.

• Subcontractor (Company) shall also have previous experience of progressive responsibility in administrative coordinated program experience or equivalent.

• Subcontractor shall have demonstrated experience at a government facility, working with multiple regulators and clients in an operational environment or equivalent.

• Subcontractor shall have experience in preparing status reporting, evaluations and forecasts for professional services to ensure service delivery of reporting of schedules and accruals.

In addition to the above, the Subcontractor shall provide qualified personnel throughout the period of performance of the Subcontract.

Subcontractor shall be responsible for ensuring its personnel meet and/or maintain current and valid training requirements, certifications and are fully capable to complete the duties described through the entirety of the Subcontract period of performance.

SPECIAL REQUIREMENTS

Not applicable.

8.1 Training

The following types of training are required if the person receives a badge to log in remotely or come onsite:

1. HGET/HMISGET General Employee Training or Hanford Site Orientation.

The subcontractor shall maintain training records for their personnel and ensure all required training is completed prior to work.

Additionally, as soon as practical after award, the subcontractor shall submit a badge request for personnel required under the various releases so that they may be scheduled for training and medical evaluation so that crews will be eligible for work on site. The badging request is required, because without it an HID# cannot be assigned, and therefore training and medical evaluations cannot be easily coordinated and scheduled.

8.2 Use of Government Vehicles

There is no anticipated need for any Subcontractor employees to use a government-furnished vehicle in the performance of this PWS. The Subcontractor’s employees, therefore, are specifically prohibited from driving any Government-furnished vehicles under the performance of this PWS unless this PWS is formally so modified by the parties and the employee(s) will present a valid driver’s license to the BTR for review.

8.3 Government Property

Government Property is not anticipated to be furnished to or acquired by Subcontractor under this PWS.

8.4 Hanford System Access Requirements

The following systems shall be utilized to perform the work described. For those systems which HMIS will be responsible for (hereby HMIS Operated System), HMIS will operate, manage, maintain and authorize access for Subcontractor personnel. The Subcontractor shall identify each of its personnel who will require access to the HMIS operated system.

For those systems which the Subcontractor shall be responsible for (hereby Subcontractor Operated System), The Subcontractor shall be responsible for the operation, management, maintenance, and access authorization for these systems.

HMIS personnel shall have unlimited access to the below named Subcontractor Operated Systems, through the period of performance of the Subcontract.

Table: Systems

System Description HMIS Operated System

Subcontractor Operated System

1. Hanford Local Area Network Yes No

2. On-prem PeopleSoft Test environment Yes No

3.

4.

8.5 Electrical Components

Not applicable.

8.6 Section 508 of Rehabilitation Act Applicability

Section 508 of the Rehabilitation Act requires federal agencies to develop, procure, maintain, and use information and communications technology (ICT) that is accessible to people with disabilities - regardless of whether or not they work for the federal government. Section 508 requires federal agencies to make their ICT such as technology, online training, and websites accessible for everyone. This means that personnel with disabilities are able to do their work on the accessible computers, phones and equipment in their offices, take online training or access internal website to locate needed information.

8.7 Records Management

Federal records created in the execution of this contract must be created, managed, and maintained in electronic format to the greatest extent possible, stored in a federally approved record repository, must include applicable metadata, and be scheduled for disposition only as permitted by statute or regulation, and in accordance with a National Archives and Records Administration (NARA) and agency-approved Federal records schedule.

The subcontractor shall comply with all applicable records management laws and regulations, as well as NARA records policies, including but not limited to the Federal Records Act, NARA regulations specified in 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the subcontract. The subcontractor shall ensure that the appropriate personnel, and administrative, technical, and physical safeguards are established to ensure the security and confidentiality of information, data, documentary material, records, and equipment.

Definitions: Federal records: all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

8.8 Privacy

Ensure compliance with privacy requirements, specifically those provided in the Privacy Act of 1974, as amended at Title 5 United States Code (U.S.C.) 552a, and take appropriate actions to assist DOE in complying with Section 208 of the E-Government Act of 2002, and associated Office of Management and Budget (OMB) directives.

Ensure that contractor employees are aware of their responsibility for—

(1) safeguarding Personally Identifiable Information (PII);

(2) reporting suspected or confirmed breach of PII; and

(3) complying with the Privacy Act, when required.

ACCESS AUTHORIZATION/CLEARANCE REQUIREMENTS

The scope of work will not require access authorization (security clearance).

MEETINGS

10.1 Meetings

After subcontract award, the subcontractor shall participate in a Project Kickoff Meeting, which may be a conference call, an internet meeting, or a meeting to be held at HMIS Site. The time, date, and agenda for the meeting will be provided to the subcontractor by HMIS.

The subcontractor shall interface with various HMIS (and other) organizations through HMIS’s Contract Specialist (or designated BTR for in-scope work), as required, or at points and frequency determined by the Contract Specialist. The person or persons designated by the subcontractor to attend all meetings shall have all required authority to make decisions and commit subcontractor to technical decisions made during meetings.

HMIS will issue meeting notices and prepare an agenda and minutes for each meeting addressed in this Section. When applicable, minutes will identify action items, assigned actionees, and due dates.

• KICKOFF MEETING - Before start of the Work, HMIS will conduct a conference at a time and Hanford Site location agreed to by Subcontractor and HMIS. Invited attendees will include HMIS, Subcontractor, key lower tier subcontractors and others having an interest in the Work. Purpose of the conference is the coordination of Work start up and familiarization of project participants with the Work and worksite.

• PROGRESS MEETINGS - HMIS will conduct a progress meeting at time and Hanford Site location determined by HMIS. Invited attendees will include HMIS, Subcontractor and key subcontractors. At the progress meeting, Subcontractor shall submit a written report showing actual man-hours expended versus planned and scheduled progress versus actual progress giving details of Work completed in relation to the approved schedule, together with a two (2) week "look ahead" which provides details of how the Work will be completed.

• The purpose of the meetings is the exchange of Work-related information.

INTERFACE/NOTIFICATIONS

A. A BTR will be designated for the subcontract/ subcontract release.

B. Designation of BTR

The BTR is responsible for monitoring and providing technical guidance for this subcontract and should be contacted regarding questions or problems of a technical nature. The BTR is also responsible for appropriate surveillance of the subcontractor’s representative while on site. In no event, however, will an understanding or agreement, modification, change order, or any deviation from the terms of this subcontract be effective or binding upon HMIS unless formalized by proper subcontract documents executed by the Contract Specialist prior to completion of this subcontract. On all matters that pertain to the subcontract terms, the subcontractor shall contact the Contract Specialist specified within this subcontract. When in the opinion of the subcontractor, the BTR requests or directs efforts outside the existing scope of the subcontract; the subcontractor shall promptly notify the Contract Specialist in writing. The BTR does not possess any explicit, apparent or implied authority to modify the subcontract. No action should be taken until the Contract Specialist makes a determination and/or modifies the contract.

C. The work will be inspected daily/periodically by the BTR.

D. The subcontractor shall immediately notify the field Contract Release BTR (who will contact HMIS Safety) of any injuries or incidents; to include damage to subcontractor-owned property or equipment. The subcontractor will follow this up within 24 hours with a written explanation to the Contract Specialist of the occurrence.

E. In the event that there is an abnormal or unusual situation associated with this contract work scope, the subcontractor is to immediately contact the BTR. If, after several attempts, the subcontractor is unable to contact either the BTR or the Contract Specialist, the Contractor is to contact HMIS Occurrence Notification Center at (509) 376-2900, which is available 24 hours a day, seven days a week, and provide them with: Contract Number, Contract Specialist’s name, BTR’s name and a short summary of the abnormal or unusual situation. If after making contact with HMIS, the subcontractor is advised to suspend activities, the subcontractor is not to proceed until such direction to proceed has been expressly issued by the Contract Specialist. If there is an emergency situation, the subcontractor is to make the appropriate immediate emergency call to 911 or 373-0911 for cell phones and then make the notifications to HMIS as set forth herein.

F. Prior to work in the field, subcontractor shall ensure each employee has been cleared by HMIS and verify all training is complete in accordance with this PWS.

APPENDICES

Appendix A: PeopleSoft Enterprise Resource Planning: Finance Requirements

Appendix B: PeopleSoft Human Capital Management Requirements

Appendix C: PeopleSoft Time and Labor Requirements