Federal HRIT Modernization - Draft PWS_9-30-25.docx

U.S. Office of Personnel Management

Federal Human Resources Information Technology (HRIT) Modernization Requirements Performance Work Statement (PWS)

Table of Contents

Background The U.S. Office of Personnel Management (OPM), as the federal government’s central human resources agency, is responsible for setting HR policies, providing HR services, and managing critical personnel systems for the civil service. Currently, OPM’s ability to execute its HR mission is constrained by the absence of a unified Core Human Capital Management (HCM) platform available for governmentwide use. This limitation has led to fragmented HR processes, inefficiencies, and increased administrative burdens across federal agencies.

To address these challenges, OPM is seeking to implement a centralized Core HCM platform that will scale across the Federal Government. This platform will exist as part of OPM’s suite of Federal HRIT products available to agencies through OPM’s Human Resources Solutions Shared Service Center. This initiative directly responds to systematic deficiencies and supports OPM’s statutory mission, addressing urgent needs to improve workforce management, ensure regulatory compliance, and enhance service delivery.

The centralized Core HCM platform will standardize and streamline HR processes across the federal government. OPM’s mandate is to modernize Federal HRIT operations through a secure, cloud-based HCM platform that complies with all applicable federal regulations. By offering a single, integrated platform that can support the entire government, OPM will establish the infrastructure necessary to provide a modern, data-driven federal HR ecosystem.

As America's largest employer, the federal government requires accurate and timely workforce data to manage its civilian workforce effectively and increase accountability to the American taxpayer. A unified Core HCM platform will improve data accuracy, reporting, and interoperability, enabling the Federal government to manage its workforce as a cohesive entity.

Scope of Work The contractor must deliver and sustain a Federal Risk and Authorization Management Program (FedRAMP) Moderate or higher certified Core HCM platform compliant with all relevant federal laws and regulations that impact the scope of work outlined in this Performance Work Statement (PWS). Any Contractor providing a solution that is not FedRAMP Authorized at the time of submission will be reviewed by OPM’s Office of the Chief Information Officer (OCIO) to determine if the FedRAMP approval can be reasonably received by the time of contract award.

Governance Structure A joint governance structure will be established at the outset of the project, including a steering committee comprised of key OPM personnel and personnel from other federal agencies), project management team, and designated functional requirements teams. This structure will serve as the central authority for scope decisions, risk mitigation, and escalation of issues. OPM will chair this governance structure, leading the vision and strategy and providing contract oversight. The contractor shall adhere to this structure and ensure consistent communication and coordination across workstreams. OPM expects Original Equipment Manufacturer (OEM) staff to be available and responsive and for the contractor to minimize using integrators/qualified partners/authorized representatives as “go-betweens”.

At a minimum, the Core HCM platform must include functionality tied to the following functions of Federal Human Capital Business Reference Model 4.0 (HCBRM), and cross walked in Appendix A:

A1.3 Position Management

· Position Management entails a carefully designed position structure that blends the skills and assignments of employees with the strategic mission and objectives of the organization.

A1.4 Employee Engagement

· Employee and Manager Self-Service: Access to personal information, pay stubs, benefits enrollment, leave requests, and training records, allowing employees to manage their own HR needs. The manager self-service portal must offer tools for managing team information, approving leave requests, conducting performance reviews, and tracking team performance. Both portals must feature mobile-friendly interfaces to allow access from any device, anywhere, and will be designed with user-friendly interfaces to enhance the overall user experience.

A3 Talent Development/Learning

· Learning: Support employee training and development by providing tools to create, manage, and deliver training courses and programs. Personalized learning paths based on employee roles, skills, and career goals, while progress tracking features monitor and track employee progress and completion of training programs. Certification management that employees meet required training standards, and e-learning capabilities, provide access to online training materials and resources for self-paced learning. Enhance the overall training and development experience for employees, contributing to their professional growth and the organization's success.

A5 Compensation and Benefits (including Time and Attendance with integration to Federal payroll providers)

· Time and Attendance: Accurately track and manage employee time and attendance, comply with labor laws and regulations. Time tracking tools to allow employees to clock in and out, track hours worked, and report overtime, while leave management features automate the processes for requesting, approving, and tracking leave. Compliance with labor laws and regulations regarding working hours and leave entitlements to seamlessly integrate with payroll and other HR systems for accurate and timely payments. The HCM platform must be capable of interoperating with government payroll providers.

A9 Human Capital Analytics and Employee Records

· Analytics and Dashboards: Real-time dashboards to display key HR metrics and trends, allowing for quick and informed decisions at a local, enterprise, and government-wide level. Customizable reports to enable users to create and tailor reports based on specific needs and criteria, while predictive analytics tools will help forecast trends and identify potential issues before they arise. Data visualization features that present data in a visual format, making it easier to understand and analyze, ultimately improving the ability to make data-driven decisions.

· Employee System of Record: Include comprehensive employee profiles containing personal, employment, and contact information, as well as detailed records of each employee's work history (e.g., positions held, promotions, and transfers). Secure document management to store and manage employee-related documents such as contracts, performance reviews, and certifications. Robust data security measures to protect sensitive employee information, to remain confidential and secure. The employee record is consistently maintained even with the employee transitions between Federal agencies.

X1 Personnel Action Request Processing

· Personnel Action Processing: Feature automated workflows to simplify the initiation, approval, and processing of personnel actions, ensuring all necessary steps are completed efficiently and accurately. Notifications and alerts generated automatically to inform relevant stakeholders of action items and approvals, reducing delays and improving communication. Compliance tracking for all personnel actions adhere to federal regulations and policies, while audit trails will maintain detailed records of all actions for auditing and reporting purposes.

The government anticipates that all existing agency/department Core HCM data will be migrated from the current Core HCM solution into the Federal Core HCM platform. Additionally, the government anticipates that the solution provider will provide the appropriate migration reporting as outlined in the PWS. The government anticipates that certain agency Core HCM systems will have built-in capabilities that can accelerate customer data migration. requires the Core HCM platform to consume the minimum historical data required to perform new actions from current platforms used by agencies to create a single source of truth.

The Core HCM platform will play a crucial role in integrating with other federal HRIT systems to ensure a seamless flow of information across various HR functions. Integration will enable efficient data exchange and synchronization, reduce redundancy and ensure consistency across all HR processes. Connecting these systems to facilitate comprehensive reporting and analytics, providing a holistic view of HR operations and supporting better decision-making. All integrations will ultimately contribute to a more streamlined and effective HR infrastructure for the Federal Government. More details and a list of application integrations expected can be found in Appendix B - Required System Integrations.

The government requires a Core HCM platform environment capable of operating in concert with Federal infrastructure, security, accessibility, and network policies to include, but not limited to:

· Software/ Application production, support, maintenance

· Systems management

· Data storage and management

· Data backup and recovery

· Application management

· Release management, upgrades, and patches

· Application configuration

· Incident management and reporting

· Systems integration

· Systems engineering

· Information system engineering

· Vulnerability management

The contractor shall provide risk identification and mitigation, continuous modernization, and innovation as part of the Core HCM platform. The contractor shall also manage the user experience, customer experience, and product design and improve service delivery using leading industry practices and human-centered design concepts. These methodologies will be executed to ensure optimal benefits for the various anticipated roles of system users.

See Appendix A – Functional Requirements Matrix, for a full list of functional requirements and Section 5 for Specific Tasks and Deliverables.

HIGH LEVEL OBJECTIVES

The objective of the Core HCM platform is to provide a centralized system across Federal Government, improve HR processes (e.g., transparency, efficiency, and accountability), reduce costs, improve all user experiences, and reduce the HRIT integrations to support the lifecycle of federal employees.

The Core HCM platform will support approximately 2 million federal employees. At a minimum, it shall be adaptive, scalable to include multi-tenant capabilities, role-based workflows, and interoperate with agency systems. In addition, it shall provide the capability to support the divergent federal agency requirement HRIT landscape and federal civilian workforce.

To achieve this goal, the contractor shall leverage agile methodologies and industry best practices in planning, development, and execution processes. This approach will ensure continuous capability enhancements, minimal downtime, prompt responses to emerging needs, demonstrated reliability and availability, and optimized performance. These practices must align with OPM’s requirements, including those that facilitate the implementation of Executive Orders, OPM memorandums, or other policy documentation.

It is the intent for the Core HCM to be implemented across the entire federal government by July 4, 2027. The Government requires the Contractor to successfully provide at a minimum, but not all-inclusive, the following services and deliverables.

Core Implementation FedRAMP moderate or higher certified Core HCM Software as a Service (SaaS) platform with functionality that will enable standardization of Core HRIT and processes across the federal government with minimal customization to meet federal legislative and regulatory requirements.

· Configure and customize the Core HCM platform to meet base functional requirements outlined in Appendix A and provide the Authority to Operate (ATO) for system use.

· Provide interoperability between Core HCM platform and other systems outlined in Appendix B.

· Provide strategy for timely accurate data migration from the current HCM systems to the new Core HCM platform.

· Change management and project management to include the user materials to enhance the transition and knowledge for the new platform.

Agency Transition Agency-specific transition planning, preparation, and trial usability access in the centralized Core HCM platform.

· Configure and customize the Core HCM platform with any agency-specific customization and configurations.

· Provide agency-specific interoperability between Core HCM platform and other HR systems.

· Complete data migration to the Core HCM platform from each agency’s current systems that is accurate and complete while minimizing business interruption and work stoppages.

· Test and ready the platform for agencies in Production.

· Provide platform access for all system users within the agency to validate production use and platform usability.

· The Core HCM platform will be deployed across all Federal agencies—serving approximately 2 million users—with a phased rollout to align with the government-wide implementation deadline of July 4, 2027.

Licensing and Sustainment Licensing, sustainment, and ongoing modernization of the centralized Core HCM platform by federal agencies.

· Ensure continuous user access to the Core HCM platform through active system licenses.

· Regular industry-leading, innovative updates and operations/maintenance of the platform.

· Provide continued change management and project management to include user materials to enhance the transition and knowledge for the new platform.

· Tier 2 and Tier 3 help desk support and ticketing resolution.

PERFORMANCE REQUIREMENTS

Period of Performance

The ordering period shall encompass all planning, configuration, testing, deployment, stabilization, support, license and sustainment activities necessary for the implementation and continued modernization of the Core HCM platform. The price for the annual per-user license cannot increase within the period of performance.

Place of Performance The place(s) of performance will be identified in each TO. For planning purposes, primary places of performance will include contractor and government facilities in the CONUS.

Performance at various CONUS locations, including deployments to provide technical support, will be identified in the TO.

Program Performance Outcomes Completion of all milestones by the milestone dates, dates will be specified in the IDIQ TO. Performance will be based on the following outcomes:

Key Milestones Milestone

Core Implementation

1. Establish platform environments

2. Complete Privacy Impact Assessment and Achieve Authority to Operate

3. Complete platform configurations and interoperability with other systems

4. Test and receive OPM approval for governmentwide version of platform

Agency Transition

1. Complete agency-specific platform configurations and interoperability with other systems

2. 30-day sign-off of trial and usability access

3. 6-month sign-off of trial and usability access

Licensing and Sustainment

1. Deliver licenses, ongoing platform access and platform updates, conduct change management and project management

Travel CONUS travel may be required to support TOs, including but not limited to:

1) Platform deployment and set‑up

2) Operational support activities Test and evaluation activities

1) Rapid prototyping

2) Associated training and maintenance activities The following travel policies and procedures apply:

Pre‑Approval Requirement

1) All travel and associated expenses must be pre‑approved in writing by the CO or COR prior to incurring any travel expense.

2) The Contractor shall submit an Estimated Travel Cost Request that includes:

3) Purpose of travel

4) Destination(s) and duration

5) Estimated transportation, lodging, meals, and incidental expenses

6) Any requests for exception to allowable per diem rates (e.g., hotel rates exceeding GSA limits)

7) Approval documentation must be submitted with the invoice for reimbursement.

Allowable Costs

1) Reimbursement will be made for allowable and reasonable travel costs in accordance with the Federal Travel Regulations (FTR) and applicable contract provisions.

2) The Contractor shall not invoice the Government for any associated fee or profit above the actual costs incurred for travel.

3) General & Administrative (G&A) costs are not separately invoiced for travel.

Cost Limitations

1) If the Contractor incurs travel costs in excess of the amount negotiated and agreed upon for each activity, the excess costs will be at the Contractor’s expense.

2) Reimbursement of local travel and commuting expenses is not authorized.

3) Local travel is defined as travel within a 50‑mile radius of the designated worksite.

4) The worksite will be identified in each IDIQ TO.

Specific tasks and deliverables The Contractor shall provide, at a minimum, the following requirements. This list is not intended to be all-inclusive, and the Contractor shall perform all work necessary to meet the requirement of the contract TO, and to maintain compliance with federal legislation and regulations, whether or not each specific task is listed herein.

Core Implementation Core HCM Platform Readiness (described in Section 2: Scope of Work)

1) Stand up and provide access to the FedRAMP Moderate or higher certified Core HCM platform solution environments including Sandbox, Development1 and Development2, User Acceptance Testing (UAT) Staging, UAT1 and UAT2, Pre-production Gold/Staging, Production, and Post-production, for the purchased components of the HCM platform.

2) Stand up and provide access to FedRAMP Moderate certified HCM application services for the purchased components of the Core HCM platform.

3) Ensure the platform is a single platform that maintains a single code line on the latest version of the product.

4) Complete the OPM ATO evaluation process and receive a single ATO for the platform. In addition, support the preparation and submission of documentation for achieving an ATO, to obtain necessary approvals for system operation, complying with FISMA, NIST 800-53, and other federal security guidelines. OPM’s ATO covers any agency’s use of the platform. The ATO will be required before any work can be done in Production.

5) As part of ATO preparedness, ensure compliance with OPM policies and expectations for system availability and recovery through a Resilience Strategy/Plan that includes the following:

a. Disaster Recovery and Business Continuity: The Contractor shall maintain a fully documented and annually tested Disaster Recovery (DR) and Business Continuity Plan (BCP) that ensures uninterrupted service delivery in the event of a system failure, regional outage, or other catastrophic event. The Contractor shall implement:

i. Active-active or active-passive redundancy across geographically separated data centers.

ii. Automated failover mechanisms to minimize downtime.

iii. Real-time data replication to ensure zero data loss.

b. The Contractor shall notify the Government within 30 minutes of any event that triggers the DR plan and provide regular updates until full-service restoration.

c. Recovery Time Objective (RTO): The Contractor shall ensure that, in the event of a service disruption, the SaaS application and all associated services are restored and fully operational within a maximum Recovery Time Objective (RTO) of fifteen (15) minutes. The Contractor shall provide evidence of DR testing that demonstrates the ability to meet this RTO upon request.

d. Recovery Point Objective (RPO). The Contractor shall ensure zero data loss (RPO = 0) in the event of a system failure or disaster. This shall be achieved through:

i. Real-time or near-real-time data replication across redundant systems.

ii. Transactionally consistent replication to ensure data integrity.

iii. The Contractor shall provide documentation of the data replication architecture and testing results upon request.

e. Backup and Data Restoration. The Contractor shall test backup and restore procedures at least quarterly and provide test results to the Government upon request. The Contractor shall:

i. Perform automated full and incremental backups of all customer data at least every 24 hours.

ii. Implement real-time replication to a secondary site to support zero RPO.

iii. Encrypt all backups using FIPS 140-2 compliant encryption in transit and at rest.

iv. Retain backups for a minimum of 30 days, unless otherwise specified by the Government.

v. Provide the ability to restore any data set within 30 minutes of request.

f. Performance and Compliance Monitoring. The Contractor shall:

i. Continuously monitor system availability, backup success rates, and DR readiness.

ii. Provide the Government with monthly reports on RTO/RPO performance, backup status, and DR test outcomes.

iii. Notify the Government of any deviation from agreed RTO/RPO thresholds within one (1) business hour.

6) Complete a Privacy Impact Assessment (PIA), to ensure compliance with privacy regulations, protecting sensitive information and maintaining data privacy.

7) Develop a detailed Master Test Plan that defines test procedures, demonstrating that each technical and functional requirement element identified is addressed in testing. The Master Test Plan shall document items to be tested, test strategy, test criteria, test scripts, test deliverables, test schedule, test environments and locations, test data, staffing and training needs, risks and constraints, test metrics, patch dependencies, and coordinating Memoranda of Understanding with test sites.

8) Assist the Government in conducting user acceptance testing, to confirm the platform meets all user requirements, ensuring user satisfaction and system readiness.

9) Develop core system configuration in alignment with federal standards, to ensure the platform meets all functional and compliance requirements, adhering to the Guide to Data Standards, Guide to Processing Personnel Actions (GPPA), Government Performance and Results (GPR), Human Capital Information Management (HCIM) and those required by the government IAW Appendix A.

10) Configure the Core HCM platform in all environments to meet the government requirements. Release and test post-launch operations and maintenance items (ongoing system releases, security patches, and updates aligned with industry standards) in all environments.

Software Functionality Definitions

· Out-of-the-Box Functionality. Out of the Box Functionality is any functionality that can be used as-is from templates, built-in workflows, and/or best practices provided directly by the Contractor. OPM’s definition of Out of the Box Functionality does not include functionality that can be configured to meet the functional requirements.

· Configuration. Configuration is defined as any functionality that can be created using built-in workflow tools from the software Contractor but does not start from an as-is capability or template. To be considered configurable, functionality must be forward-compatible with future releases.

· Customization. Customization refers to any functionality developed outside the OEM or changes to its code. Contractors must customize to meet federal legislative, regulatory, and critical business requirements.

11) Release and test core implementation configurations In Accordance With (IAW) Appendix A in the non-production environment(s).

12) Release and test core implementation configurations IAW Appendix A in the production environment(s) after receiving go-live approval from the government.

13) Develop core implementation customizations required by the government IAW Appendix A.

14) Release and test (go-live) core implementation customizations IAW Appendix A in the production environment(s) after receiving go-live approval from the government.

15) Provide ongoing system backup and administration to allow for the continuation and expedient recovery of essential services for the Core HCM platform.

16) Provide an Incident Outage Report to the government, tracking all planned and unplanned system outages (downtime) lasting 30 minutes or longer, the resolution, and the mitigation strategy to prevent future unplanned outages covering the purchased components of the Core HCM platform.

17) Provide a Security Incident Report to the government, tracking and reporting all security incidents, the extent of the compromise, especially as it relates to privacy data, and all actions taken for incidents detected or suspected across the purchased components of the Core HCM platform.

18) Provide ongoing system testing, maintenance, and support to ensure continuous system operation and address any issues while maintaining system performance and availability.

19) Perform continuity testing at least annually to ensure system stability and reliability.

20) Develop a System Requirement Backlog of change request items, bugs, etc.

21) Provide automated, scheduled data extractions and system backups to ensure continuity of operations, minimize data dependency, and support recovery and reporting needs.

22) Develop dashboard of key system metrics updated daily including metrics such as uptime/downtime, security incidents, number of system users, help desk tickets, system back-up availability, stress testing results, and continuity testing results.

23) Develop a comprehensive Contingency Plan as a component of the broader Resilience Strategy/Plan to ensure uninterrupted service delivery for the Core HCM platform in the event of system failure, regional outage, or other catastrophic events.

Deliverables

a. Draft and Final IDIQ/Kick-off Presentation

b. FedRAMP Moderate or higher certified Core HCM platform solution environments that comply with federal legislative, regulatory, and critical business requirements

c. System Metrics Dashboard

d. Master Test Plan

e. User Acceptance testing report

f. Incident Outage Report

g. Security Incident Report

h. Draft and Final Privacy Impact Assessment

i. Draft and Final Authority to Operate Documentation

j. System Release Notes

k. System Requirements Backlog

l. Resilience Strategy/Plan

m. Contingency Plan Interoperability

1) In adherence with existing government human capital system specifications for data exchange and other data interconnections, develop secure, standards-based interoperability between the Core HCM platform and government human capital systems IAW Appendix B in the non-production environment(s).

2) Release and test interoperability IAW Appendix B in the non-production environment(s).

3) Release and test (go-live) interoperability IAW Appendix B within the production environments(s) after receiving OPM approval for testing and the completion of any associated security testing, review, and required documentation.

4) Enable direct (without reliance on data hub solutions) recurring data exchange between the Core HCM platform and interoperable systems using modern integration methods such as Application Programming Interfaces (APIs), data services, or analogous technologies.

5) Provide API documentation for the Core HCM platform for each system the Core HCM will interoperate with (outlined in Appendix B).

6) The Government shall have full and unrestricted access to the platform’s Application Programming Interface (API) for integration, modification, and extension purposes.

7) Complete the OPM template for the Interconnection Security Agreements (ISAs) and Memorandums of Understanding (MOUs) to authorize the necessary transmission of data between the Core HCM platform and interoperable systems (outlined in Appendix B).

Deliverables

a. API Documentation

b. Interconnection Security Agreements (ISAs) and Memorandums of Understanding (MOUs) for data transmission.

Data Migration Strategy

1) Deliver a comprehensive, repeatable data migration strategy that will, in accordance with applicable statutory requirements, accurately migrate the minimum historical data required to perform new actions from all legacy systems.

a. The strategy shall include data cleanup requirements (e.g., retire position descriptions, agency codes); agency-specific data elements (e.g., location codes depending on org-structure); priority data elements; potential for migration challenges, adherence to retention schedules for each dataset and/or agency-specific retention needs.

b. Include a data model, data quality procedures, data reference category service, and data services to ensure interoperability with other HR systems.

c. The data migration strategy should assume a secure file-based ingestion (e.g., SFTP, encrypted file transfer) method to migrate static or legacy data one time from agencies’ legacy Core HCM systems to populate employee records.

2) Develop and deliver data tables and a data dictionary, providing details on each data transaction type including all fields, data types, identifiers, reference codes, recurrence/frequency, format, and associated "messaging" (file transfer auditing).

3) Test feasibility of data strategy using the Golden Data Test Set (GDTS) wherever possible.

Deliverables

a. Data Tables and Data Dictionary

b. Draft and final Comprehensive Data Migration Strategy

c. Data migration in alignment with strategy Change Management and Project Management

1) Develop online help materials updated with each production release, available through the landing page for the modules of the Core HCM platform.

2) Design and deliver a comprehensive train-the-trainer program for OPM trainers, including all necessary instructional materials. These materials should be accessible via the Core HCM platform’s module landing pages and structured to support consistent deployment across agencies.

3) Provide live and recorded virtual train-the-trainer sessions using the developed materials. These sessions should equip OPM trainers to effectively deliver training to agency personnel on the Core HCM platform modules.

4) Provide key personnel, including a systems engineer, functional analyst, developer, and architect, to ensure the project is staffed with individuals possessing the necessary expertise to meet the requirements.

5) Provide a Program Manager with at least 10 years of experience overseeing HR and IT projects, PMP preferred, to ensure effective oversight and management of the project in alignment with the government's expectations for project leadership.

6) Provide a Contract Manager authorized to legally bind the contractor and manage the IDIQ and associated TOs, to ensure contractual obligations are met and managed effectively in compliance with government contract requirements.

7) Maintain technical delivery staff with appropriate knowledge, skill, and experience, to execute the tasks detailed in the PWS within the specified timelines and milestones, minimizing risk to implementation timelines, quality, and technical execution.

8) Implement detailed change management procedures, to manage and document changes effectively, ensuring smooth transitions and minimal disruption to project activities.

9) Deliver a monthly status briefing including items such as a comprehensive project schedule, project status (delays, issues, etc.), risk management, etc. The contractor shall make staff available between monthly meetings for any questions/issues as they arise.

Deliverables

a. Online User Help Materials

b. Training Materials

c. Monthly Status Briefing Go-Live

1) Execute detailed launch procedures for the Core HCM platform, to ensure a successful system launch, transitioning from testing to full operational status.

2) Conduct final testing and certify the Core HCM platform functionality and interoperability is ready for federal use.

Agency Transition Agency transition Task Orders will be based on level of complexity. Each TO includes 1) delivering agency-specific configurations, interoperability and data migration, 2) shadow mode user acceptance testing (UAT), 3) project management, 4) trial and usability access including Tier 2/3 help desk ticket resolution.

Small Complexity

· Under 10k FTE

· And/or, 0-9 interconnections required beyond Core Implementation

· T+90 days: Configurations/Interoperability/Migrate Data

· T+150 days: 60-day Shadow mode (User Acceptance Testing with agency obfuscated data)

· T+180 days: 30-day trial and usability access

· T+330 days: 6-month trial and usability access

Medium Complexity

· 10-150k FTE

· And/or, 10-20 interconnections required beyond Core Implementation

· T+180 days: Configurations/Interoperability/Migrate Data

· T+240 days: 60-day Shadow mode (User Acceptance Testing with agency obfuscated data)

· T+270 days: 30-day trial and usability access

· T+420 days: 6-month trial and usability access

Large Complexity

· 150+k FTE

· And/or, 20+ interconnections required beyond Core Implementation

· T+240 days: Configurations/Interoperability/Migrate Data

· T+300 days: 60-day Shadow mode (User Acceptance Testing with agency obfuscated data)

· T+330 days: 30-day trial and usability access

· T+480 days: 6-month trial and usability access

Agency-Specific Platform Changes

1) Develop agency-specific configurations required by the government.

2) Release and test agency-specific HCM platform configurations required by the government in the non-production environment(s).

3) Release and test (go-live) agency-specific HCM platform configurations required by the government in the production environment(s) after receiving approval from the government.

4) Develop agency-specific HCM platform customizations required by the government.

5) Release and test agency-specific HCM platform customizations required by the government in the non-production environment(s).

6) Conduct stress testing to ensure platform stability, to validate system performance under load, preventing system failures and ensuring reliability.

7) Assist the Government in conducting user acceptance testing, to confirm the platform meets all user requirements, ensuring user satisfaction and platform readiness.

Deliverables

a. Individual Task/Delivery Order kickoff meetings

b. User Acceptance testing report

c. System Release Notes Agency-Specific Interoperability

1) Provide agency-specific system integrations outlined in Appendix B and any other agency-specific systems deemed required by the government. The Government shall have full and unrestricted access to the platform’s Application Programming Interface (API) for integration, modification, and extension purposes.

Deliverables

a. API Documentation

b. ISA and MOU for Data Transmission Agency Data Migration

1) Provide an agency-specific data migration project plan that adheres to data standards, mapping, cleansing, staging, validation, reconciliation, cutover plan, rollback plan, and final audit before go-live.

2) Develop Extract, Transform, Load (ETL) and data pipelines according to approved schemas and non-proprietary data and software standards.

3) Develop test cases and scripts for data migration.

4) Migrate test / obfuscated data into non-production environment(s) according to OPM-approved schemas and plans.

5) Operate in shadow mode using obfuscated production data for use in testing in non-production environment(s).

6) Test data migration dry runs in the non-production environment(s) and refine as needed to demonstrate minimum migration quality standards before full migration.

7) Provide data schemas, test scripts, and Extract, Transform, Load (ETL) code in accordance with the open data and non-proprietary software standards.

8) Conduct User Acceptance Testing (UAT) and produce UAT Testing Results Report.

9) Migrate data into the production environment(s) after OPM and agency approval during UAT of quality standards, testing results, and completion of associated security documentation with ≥99.5% accuracy and completeness across record types, as verified by post-migration audits and cross-system reconciliation reports.

10) Provide support for a smooth transition to the agency internal team.

Deliverables

a. Agency-specific Data Migration Project Plan

b. Agency-Specific Data Migration Status Report

c. System Data Schemas, Test Scripts, and ETL Code used for data migration in accordance with the open data and non-proprietary software standards.

d. UAT Testing Results Report and certify the Core HCM platform is ready for each specific agency to Go-Live.

Trial and Usability Access

1) Provide platform access for all system users within the agency to validate production use and platform usability.

2) Provide a Subscription Management Report addressing all subscription counts, subscription usage, and inactive subscriptions sorted by capability/module.

Deliverables

a. Subscription Management Report Help Desk

1) Develop a Help Desk Roles/Responsibilities Matrix that clearly defines the roles, responsibilities, and escalation procedures for all help desk personnel. This matrix should include Tier 1, Tier 2, and Tier 3 support levels, detailing the specific tasks and duties assigned to each role, as well as the process for escalating issues that cannot be resolved at a lower tier. The matrix should ensure that all help desk personnel are aware of their responsibilities and the appropriate channels for issue resolution, maintaining high levels of user satisfaction and system performance.

2) Provide training to the OPM Tier 1 help desk, supporting triage efforts for user inquiries.

3) Resolve Tier 2 help desk issues submitted through the OPM ticketing system within one business day, maintaining high levels of user satisfaction and minimal ticket re-opening.

4) Resolve Tier 3 help desk issues submitted through the OPM ticketing system within three business days, maintaining high levels of user satisfaction and minimal ticket re-opening.

Deliverables

a. Help Desk Roles/Responsibilities Matrix

b. Tier 1 Help Desk Training for OPM Change Management and Project Management

1) Provide training materials updated with each production release for release items that impact the overall process of how the functionality is used, available through the landing page for the modules of the Core HCM platform.

2) Provide online help materials updated with each production release, available through the landing page for the modules of the Core HCM platform.

3) Provide live, recorded virtual train-the-trainer sessions for OPM staff using the training materials created for the modules of the Core HCM platform. Session content will be connected to a government-designated LMS for additional distribution and delivery.

4) Present upcoming functionality for each scheduled and ad hoc release for the modules of the Core HCM platform.

5) Continue providing project management.

6) Provide Monthly Progress, Status, and Management Reports documenting work completed, work planned, risks and issues.

7) Deliver a monthly status briefing including items such as a comprehensive project schedule, project status (delays, issues, etc.), risk management, etc. The contractor shall make staff available between monthly meetings for any questions/issues as they arise.

Licensing and Sustainment Licenses and Sustainment

1) Provide licenses for all users. The license model must be all-inclusive including regular platform updates, ongoing modernization, operations and maintenance, project management, updated user materials, and Tier 2/3 help desk support.

2) Using agile development methodologies, complete a minimum of four releases per year, with more frequent releases, if needed to meet government requirements.

3) Develop post-launch operations and maintenance items (ongoing system releases, security patches, and updates aligned with industry standards), configurations, and customizations.

4) Release and test post-launch operations and maintenance items (ongoing system releases, security patches, and updates aligned with industry standards), configurations, and customizations in the non-production environment(s).

5) Release and test post-launch operations and maintenance items (ongoing system releases, security patches, and updates aligned with industry standards) configurations, and customizations in the production environment after receiving approval from the government.

6) Provide ongoing system backup and administration to allow for the continuation and expedient recovery of essential data and services.

7) Perform usability and functional testing prior to releasing any new functionality, to ensure the platform meets user needs and functional requirements, maintaining system usability and effectiveness.

8) Provide ongoing platform maintenance and support, to ensure continuous system operation and address any issues, maintaining system performance and availability.

9) Provide a Subscription Management Report addressing all subscription counts, subscription usage, and inactive subscriptions sorted by capability/module.

10) Continue providing the Change Management and Project Management support defined in 5.2.

11) Continue providing the Help Desk support defined in 5.2.

Deliverables

a. Subscription Management Report Notional Timeline

Industry Best Practices Employ and maintain proven implementation methodologies that reflect federal and commercial sector best practices. These methodologies shall incorporate, at a minimum:

1) Use of agile software development methodologies.

2) Incorporation of Artificial Intelligent (AI) capabilities that align with the most current version to enhance automation, decision-making, and user experience.

3) A mobile-first design and development approach to ensure full functionality and usability on mobile devices.

4) Iterative design processes that incorporate user feedback at defined intervals.

5) Phased rollout strategies to minimize operational disruption and allow for incremental adoption.

6) Business process reengineering to streamline and optimize workflows.

7) Comprehensive data validation and testing protocols to ensure accuracy, integrity, and security of all migrated and processed data.

8) Robust change management practices to prepare, train, and support end users throughout the transition.

All implementation activities shall be informed by documented lessons learned from similar engagement in the public and private sectors and shall be tailored to meet Federal Government requirements.

The solution shall be accessible via the internet through a standard web browser or mobile application. The design shall account for and perform effectively in environments with bandwidth limitations.

Minimization of Customization The Contractor shall ensure the Government is maintained on the latest version of the platform, with all Government configurations, to support continued modernization and innovation.

To promote long-term sustainability, interoperability, and maintainability, the contractor shall prioritize the use of out-of-the-box capabilities and standardized configuration options.

Customizations shall be limited strictly to those required to meet statutory, regulatory, or mission-critical operational requirements, as defined by OPM, that cannot be addressed through configuration.

All proposed customizations will be approved by the Steering Committee prior to development.

Alternatives to Improve Efficiency The contractor shall identify and present alternatives to improve efficiency in meeting the Government’s requirements. Alternatives shall be presented when:

1) Specific government requirements may be met more effectively through configuration or best-practice design rather than customization, or

2) Any requirement listed or identified during implementation is determined to significantly hinder efficiency or interoperability of the HCM platform.

Alternatives shall detail the recommended approach, rationale, benefits, risks, and any impacts on cost, schedule, security, and compliance.

Deliverables The Contractor shall provide all deliverables specified, applicable TOs, and any associated attachments, in the format, quantity, and by the due dates identified herein or as otherwise directed in writing by the CO or COR. All deliverables shall be complete, accurate, and fully compliant with the requirements, standards, and specifications of this contract.

Unless otherwise specified, deliverables shall be provided in electronic format, compatible with Government systems, and free from any restrictive markings that would limit Government use. All deliverables become the property of the U.S. Government upon acceptance.

The Government…