6238_Att I Systems Landscape Overview.docx
DOCX document 47 KB Posted
- Solicitation number
- S-44300-00018005
- Issued by
- Marion County, Oregon
About this file
This is a Systems Landscape Overview document supporting Oregon's Health Authority (OHA) Smartsheet-based federal block grant financial management solution procurement. The document provides technical context for a system designed to create unified and reliable financial management infrastructure across multiple block-grant programs. The project aims to consolidate fragmented grant management processes into a single Smartsheet-based platform that enables standardized reporting, improved data accuracy, and streamlined administrative workflows for federal block grant activity. The scope encompasses system design, configuration, and integration with existing OHA financial systems to support compliance requirements and enhanced visibility across grant portfolios.
The Systems Landscape Overview outlines the current technical environment and existing systems that the proposed Smartsheet solution must interface with or replace. The document establishes the baseline infrastructure, identifies integration points, and defines technical requirements necessary for successful system implementation. By mapping the current state of OHA's financial management systems, this overview informs bidders of the complexity and scope of configuration work required, enabling them to develop comprehensive proposals that address specific technical challenges and integration needs within OHA's existing IT environment.
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Other files
| File | Type | Posted |
|---|---|---|
| 6238_Att G.docx | DOCX document | |
| 6238 Att A.docx | DOCX document | |
| 6238_Att H Illustrative Backend Infrastructure.docx | DOCX document | |
| 6238_AttC.docx | DOCX document | |
| 6238_Attachment E - Cost Sheet.docx | DOCX document | |
| 6238_Att F.docx | DOCX document | |
| S-44300-00018005 Smartsheet Bid Questions.xlsx | XLSX spreadsheet | |
| 6238_Att D.docx | DOCX document | |
| 6238_Att B.docx | DOCX document | |
| 6238_RFP final draft.pdf |
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Attachment I – Systems Landscape Overview Systems Landscape Overview Purpose: This attachment presents an overview of the systems and data sources that form the broader environment in which the contemplated Smartsheet‑based block‑grant framework would operate. It identifies where key data originates, how it is stored, and which platforms contribute information directly or indirectly to financial tracking and contract‑management workflows. The overview is intended to establish a shared understanding of the current systems landscape so the contractor can design a solution that aligns with existing tools, data flows, and operational dependencies.
A. Systems that will likely feed into the system directly
· SFMA (Statewide Financial Management Application). SFMA is the State of Oregon’s accounting system of record. All posted payments for Block Grant expenditures originate here, including payments passed through from R:BASE. OHA will extract SFMA data using query tools such as TOAD or OBIEE and upload these files into the ‘Payment Registry,’ which serves as the authoritative record of actual expenditures.
· Smartsheet: 2022 Active Request Tracker. This sheet contains contract actions currently in progress within CLM, including funding amounts, NTE, dates, and fund sources. It feeds the system’s ‘Active Contract Action Tracker,’ filtered to MH-SUPTRS-funded actions. Once actions are completed, they are automatically shifted to the ‘2022 Completed Request Tracker’ (see below).
· Smartsheet: 2022 Completed Request Tracker. This sheet stores fully executed CLM actions. It feeds the ‘Completed Contract Action Tracker,’ which in turn populates the ‘Contract Master Record.’
B. Systems that will provide data inputs indirectly
· Contract Lifecycle Management (CLM). This system serves as the State’s contract document repository and workflow engine. CLM manages the entire contract lifecycle, from creation and negotiation through execution, monitoring, amendments, and closeout. Funds do not flow through CLM. Within CLM, Action Forms provide structured, guided data entry that captures key contract metadata (funding amounts, dates, NTE, vendor information, etc.). These fields supply many of the inputs used to populate the ‘Funding Allocations & Payment Rules sheet,’ which in turn drives the generation of expected disbursements.
· R:BASE. This system issues equal monthly County Financial Assistance Agreement (CFAA) award payments to counties and passes these transactions to SFMA overnight. For any contract marked as RBASE-funded in the Funding Allocations & Payment Rules’ sheet, payments appear only as posted SFMA transactions; no invoices exist for these entries.
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