PWS.pdf

Performance Work Statement

Department of Education Information Technology Investment Management Support

September 12, 2017

1. Purpose

This Performance Work Statement (PWS) describes services required by the U. S. Department of

Education heretofore referred to as “ED” or “the Department”, under the Director, Information

Technology Program Services (ITPS) in the Office of the Chief Information Officer (OCIO). The

Department seeks contractor support in the successful execution of its IT Governance and Information

Technology Investment Management (ITIM) programs, to include Capital Planning & Investment Control

(CPIC), IT Portfolio Management, Budget Formulation, and Enterprise Architecture.

The services described in the outcomes section of this document provide primary support to a government staff for the procurement and effective / efficient management of the Department’s information systems and services. The services provided under this contract will provide support for the steady-state tasks involving the development of strategic plans / business strategies, investment performance management and enterprise architecture development to ensure the effective governance of information resources used to achieve the agency’s goals and objectives. New investment requests will also be identified, captured, managed, and monitored as part of these services. The vendor shall provide support services to ensure:

The development and implementation of applicable IT policies, plans and procedures, e.g.

Investment Management, Information Resource Management and Planning & Acquisition

Lifecycle Management policies processes and guidance used to

All aspects of CPIC are executed in accordance with established timelines, applicable laws and policies, e.g. the Federal Information Technology Acquisition Reform Act (FITARA) and Clinger Cohen Act, etc.

The integrated oversight of OCIO IT Governance and Management functions to provide for the enterprise management of the IT Portfolio

The performance of periodic reviews, data analysis and recommendations to enhance the probability of success and improve the operational performance and health of IT investments

The use of decision support tools for the efficient tracking, reporting and management of budget and project management data in repositories or authoritative systems

The development of data-driven analysis and artifacts to inform investment decisions and facilitate IT Governance and review boards

The timely response to internal and external data-calls, e.g. Inspector General and GAO inquiries on IT management practices and periodic OMB data-calls

2. Introduction

The Department of Education spends in excess of $700 million annually for Information Technology (IT) resources supporting its business and mission objectives. The efficient and effective management of these resources requires the Department to implement a rigorous Governance program to facilitate investment management oversight practices that will enhance the protection and ensure the wise use of taxpayer dollars. Additionally, proper oversight will ensure ED is in compliance with legislative mandates, including the Federal Information Technology Acquisition Reform Act (FITARA) and the Clinger-Cohen

Act, Government Performance and Results Act, Federal Acquisition Streamlining Act, and the Paperwork

Reduction Act.

The Department uses an enterprise approach to managing its IT portfolio of 141 major and non-major investments, which is fundamental to the execution of an integrated IT Governance strategy that links business processes such as Capital Planning and Investment Control (CPIC), Life Cycle Management

(LCM), Enterprise Architecture (EA) and Budgeting. The integration of the budget and performance functions provide the link to inclusive Departmental governance that will enable effective planning, programming and budgeting of IT resources in accordance with mandates of the FITARA and the

Clinger-Cohen Act of 1996. The enterprise and integrated approach relies on the collection and analysis of artifacts, information and data to support Investment Review Board (IRB) decisions. ED’s IT portfolio currently consists of 31 major investments and approximately 110 non-major investments. These investments are maintained by project managers across ED’s principal offices

The management of IT projects is conducted in a decentralized fashion among various principal offices, However, the office of the CIO (OCIO) provides for the centralized management of the IT Portfolio of investments via an integrated governance process that promotes and facilitates the collaborative review, analysis and recommendations from stakeholder groups, such as the Department’s Capital Planning and

Investment Control (CPIC) and Enterprise Architecture (EA) teams, Information Security, etc..

The Governing Review Boards associated with these services include: Investment Review Board (IRB), Planning and Investment Review Working Group (PIRWG), FITARA Working Group, and the Enterprise

Architecture Review Board (EARB).

The Department’s management of IT resources is governed by the following Federal Laws and

Department / OMB Policy and Guidance:

Federal Laws and Guidance

Clinger Cohen Act of 1996 http://www.cio.gov/Documents/it_management_reform_act_Feb_1996.html

Government Performance and Results Act (GPRA) http://www.whitehouse.gov/omb/mgmt-gpra/gplaw2m.html

Federal Information Technology Accountability and Reform Act (FITARA), OMB M-15-14

Section 508 http://www.section508.gov/ (Please note that all documentation for both internal and external viewing purposes must be 508 compliant)

Federal Acquisition Regulation http://www.acquisition.gov/far/

Federal Acquisition Streamlining Act of 1994

Paperwork Reduction Act of 1995

Office of Federal Procurement Policy (OFPP)'s April 15, 2005, Policy Letter No. 05-01, Developing and Managing the Acquisition Workforce

Information Security Management Act (FISMA)

National Institute of Standards and Technology (NIST)

Federal Information Processing Standards (FIPS)

Office of Management and Budget Circulars

Circular A-11 Part 2, Strategic Plans and Annual Performance Plan

Circular A-11, Part 7, Planning, Budgeting, Acquisition and Management of Capital Assets

Circular A-11, Part 7 Supplement, Capital Programming Guide http://www.cio.gov/Documents/it_management_reform_act_Feb_1996.html http://www.whitehouse.gov/omb/mgmt-gpra/gplaw2m.html http://www.whitehouse.gov/omb/mgmt-gpra/gplaw2m.html http://www.section508.gov/ http://www.acquisition.gov/far/ https://www.whitehouse.gov/omb/procurement_policy_letter_05-01

Circular A-94, Benefit-Cost Analysis Circular A-109, Major Systems Acquisitions

Circular A-123, Management Accountability and Control Circular A-127, Financial Management

Systems

Circular A-130, Management of Federal Information Resources

Departmental Policy and Guidance (available upon request)

Department of Education Handbook for Information Assurance Security Policy

Department of Education Directive of Personal Use of Government Equipment and

Information Resources, ED Accessibility Requirements for Electronic Documents

3. Scope of Work

The scope of this contract encompasses support for the ITPS Directorate program office functions under two areas:

General administration includes general administrative support for overarching IT Management functions, e.g. IT Governance and Capital Planning. These functions include but are not limited to:

consolidating and submitting IT investment data to the Office of Management and Budget, providing logistics support to facilitate Investment Review board and other meetings, developing and administering IT policy and guidance documents, drafting reports and preparing briefings, and presentations for senior leaders and maintaining SharePoint collection sites.

The contractor must be proficient in managing the Department’s existing SharePoint portal, to include the development and administration of collaboration sites to administer applicable ITIM and CPIC functions, e.g. Budget formulation workflows, and authoritative data repositories (e-

CPIC tool) for the collection and submission of OMB planning and management oversight data.

The contractor will also be responsible for assisting with the coordination and logistics of meetings using tools such as WebEx, SKYPE, and other types of video conferencing compatible with ED’s network environment, preparing presentation materials using various medium such as Microsoft

Word, PowerPoint, Excel, Visio, Microsoft, Captivate Project and other tools compatible with the

Department’s network and operating systems as required by Government instruction.

ITIM- includes Program / Project Management oversight support for ED’s IT Portfolio (consisting of approximately 140 Major and Non-Major investments across 13 lines of business) in the areas of investment management, capital planning, performance management, Budget formulation and enterprise architecture process support. The duties include but are not limited to evaluating IT acquisition and performance management data and artifacts, e.g. Business Cases, Acquisition

Strategies/Plans, Budget requests, Operational Analysis and Risk Management plans, conducting reviews, and the interpretation, development and execution of policy and procedures.

The contractor is responsible for assisting with the capture and synthesis of all investment and acquisition data in authoritative repositories (to include the use of SharePoint and eCPIC tools), and using such information to conduct analysis and provide recommendations on data-driven decisions resulting from those analysis. The contractor works intricately with ITIM personnel in performing various reviews and analysis to ensure IT investments are performing according to plan, and using industry standards and best practices to provide advice and guidance to OCIO management and ED program managers on making adjustments to plans that help improve performance, reduce risks and increase the probability of success for IT projects. The contractor shall be responsible for supporting the review and ensuring the accuracy and relevancy of data being requested for evaluation by appropriate agency review bodies, as well as coordinating the consolidation and reporting of data and information required (generally monthly, quarterly and annually) for routine submission to OMB and those required to support Inspector General and

GAO inquiries.

4. Period of Performance

The Department’s ITIM services contract period of performance is one (1) year from date of award with four (4) 12-month Option Periods.

5. Place of Performance

The Department Headquarters in Washington D.C. located at 550 12 th St, 9 th floor, Washington, DC

20202 during required hours of 8 AM – 5 PM Monday thru Friday except Federal Holidays. The vendor will be expected to identify back-up support personnel to ensure coverage in the event that planned vacation or sick leave for key personnel is identified. The Department is telework friendly and may permit contractors to work at alternate locations upon approval of the appointed Government representative.

6. Government Furnished Equipment (GFE) and Government Furnished

Information (GFI)

Onsite workspace will be provided to include access to a laptop or desktop computer on the

Department’s network, an e-mail address, and a telephone.

The contractor shall comply with the Department IT security policy requirements, including training requirements as set forth in the Department of Education Handbook for Information Assurance Security

Policy, the Department of Education Directive of Personal Use of Government Equipment and

Information Resources, and related procedures and guidance. The contractor shall comply with IT security requirements in the Federal Information Security Management Act (FISMA), Office of

Management and Budget (OMB) Circulars, the National Institute of Standards and Technology (NIST) standards and guidance, and Federal Information Processing Standards (FIPS) Publications."

7. Objective

The objective of this PWS is to identify the tasks to be performed by the awardee in assisting a

Government led team in facilitating enterprise management oversight and reporting for a comprehensive IT investment a n d portfolio management program to govern ED’s IT resources. The contractor shall assist in the day-to-day oversight of IT management functions associated with the planning and performance management of Information Technology resources necessary to execute all aspects of Capital Planning& Investment Control, Enterprise Architecture management, Budget

Formulation and Execution, the establishment of policy, guidance and procedures governing investment management, strategic planning etcetera to meet Federal requirements such as OMB Circulars A-11, A-

94, A-123, A-127, & A-130, Open Government Initiative and other Federal laws and Departmental directives such as ED/OCIO: 3-108 Information Technology Investment Management (ITIM) Guide, ED/OCIO: 1-106 Lifecycle Management Framework (See Attachments C and D to solicitation for directives, and other Federal laws, regulations, and guidance and Departmental guidance and directives mentioned in the Federal/ Departmental Laws and Guidance of this PWS.

8. IT Investment and Portfolio Management Background and Objectives

Education has integrated the capital planning and enterprise architecture functions to improve decision-making for IT investments. The services sought by this PWS are meant to support and enhance the

Department’s ITIM program capability to:

Conduct analysis and develop / provide recommendations to IT review and decision authorities, such as the Planning and Investment Review Working Group (PIRWG) and Investment Review

Board (IRB) regarding investments in the Department’s IT Portfolio and their alignment to ED’s mission.

Support the achievement of ED’s mission through the strategic selection and prioritization of IT via disciplined budget decision-making processes.

Support the Line of Business Segment Owners (13 in all) in the preparation and maintenance of

Major and Non-major IT investment business cases for IT Select, Control and Evaluate phases of the CPIC process for 23 Department Principal Offices.

Define ITIM policies and procedures to ensure that the Department can best manage its resources and can measure and evaluate the benefits of investment decisions.

Support the integration of CPIC activities within OCIO, Budget and Procurement communities to link mission needs and IT capital assets in an effective and efficient manner.

Develop and promote Department-wide IT investment performance measures and metrics collection to assess agency progress in meeting requirements under the Government Performance and Results Act, Information Technology Reform Act, and other relevant legislation.

Capture facts about ED’s mission, organizational functions, business process, information flows, data and technology in a manner that is useful to ED staff in planning and decision making

Improve communication among the business organizations and IT organizations within the enterprise through a standardized vocabulary

Provide architectural views that help communicate the complexity of large systems and facilitate management of extensive, complex environments

Focus on the strategic use of emerging technologies to better manage the enterprise’s information and consistently insert those technologies into the enterprise

Improve consistency, accuracy, timeliness, integrity, quality, availability, access and sharing of IT data and information across the enterprise

Support the CPIC processes by providing in-depth analysis to support decisions to invest in technology resources

Highlight opportunities for building greater quality and flexibility into applications without increasing cost

Achieve economies of scale by providing mechanisms for sharing services across the enterprise

Expedite integration of legacy, migration, and new systems

Ensure legal and regulatory compliance

Align ED’s EA to the Federal Enterprise Architecture Framework (FEAF)

Expand the use of ED’s EA by enhancing and promoting its operational value

TASKS:

Task 1.1

The contractor shall participate in a kick-off meeting to be held within 5 days of contract award.

The contractor shall prepare and deliver meeting agenda 2 days prior to the kick-off meeting and deliver meeting minutes within 2 days after the kick-off meeting.

Task 1.2

The contractor shall participate in transition in meetings. These meeting will determine the approach steps to transition activities from the previous contractor to the new contractor.

Transition should be completed within three weeks of contractor award. The contractor shall deliver a transition report that documents all transition activities within three weeks of contract award.

Task 1.3

The contractor shall participate in weekly working meetings and strategy sessions to review status, plan and outstanding issues. The contractor shall deliver the meeting minutes within 2 working days after each meeting.

Task 1.4

The contractor shall prepare a Work Plan with a Work Breakdown Structure to accomplish all required services in the PWS. Draft work plan shall be submitted within 10 days and the final work plan shall be submitted within 20 days after contract award.

Task 1.5

The work plan should be updated monthly and submitted for review and approval. . The contractor shall also provide monthly status reports, to include the updated work plan.

Additionally, the contractor may be required to provide ad hoc reporting and analysis as needed.

Task 1.6

The contractor shall provide documentation, creation, maintenance, and submission support during internal and external assessments and audits of the ITIM programs, to include regular required OMB reporting.

Task 1.7 The contractor shall provide support for meetings involving Principle Offices, working groups, committees and other parties including but not limited to OIG, GAO, and OMB. These meeting may require the contractor setup WebEx, Skype, projectors, reserving rooms, and coordinate calendar invites. Meeting minutes will be developed and delivered within three working days of each meetings conclusion.

Task 1.8 The contractor shall maintain the current ITPS data repository and add new artifacts as the fiscal year cycles advance. Maintaining this repository will require the use of Microsoft SharePoint, the IBM System Architect tools, eCPIC and the Budget Formulation Database.

Task 1.9 The contractor shall maintain and electronic library of vendor-supplied marketing materials and contacts obtained through unsolicited vendor inquiries. Each client request for marketing material updates will be addressed by the contractor. All vendor supplied marketing materials shall be posted to an electronic library upon client request. Vendor contact information shall be reviewed and filed on a weekly basis.

Task 1.10 The contractor shall provide training and facilitate meetings for IT program managers, CPIC analysts and other ED stakeholders to convey / interpret policies and procedures required to administer Capital Planning, Enterprise Architecture and Investment Management activities. As such, the contractor shall create and implement a communications and marketing strategy for encouraging the understanding and use of ITIM policy by program managers in the business offices, as well as leadership staff. The contractor shall create, update, and maintain a library of presentation materials and training materials for use in communicating and encouraging the understanding and use of ITIM policy to execute the CPIC program. This library of materials should be updated on a quarterly basis. Notices of each update shall be communicated to ED stakeholders.

Task 1.11 The contractor shall support the IT Strategic Planning through IT business and technical consulting services for all subtasks. The contractor shall make recommendations for the IT

Strategic plan by providing input and support for the IT Strategic planning efforts.

Task 1.12 The contractor shall maintain and update the security profile. This includes developing security standards and guidelines that ensure alignment with security directives. The contractor should liaison with the Information Assurance and IT Operation teams when developing these standards and guidelines. The contractor shall also provide governance support to insure that the security profile information is included in all ITIM artifacts.

Task 1.13 The contractor shall provide a comprehensive, up-to-date database of IT business and technical research papers from industry recognized sources on a quarterly basis. These research papers should be relevant to the ED/ITIM program.

Task 1.14 The contractor shall develop and execute a transition out plan for the ITPS systems, processes, and artifacts resulting from all activities outlined in the tasks and subtasks of this PWS. The contractor shall participate in meetings to transition ITIM at the end of the contract period of performance. The contractors shall complete transition to the new contractor within three weeks after award of a new contract. The contractor shall prepare a transition report showing that all activities have been successfully transitioned to the new contractor. This report should be complete by the end of the contract period of performance.

IT Investment Management

The Department’s capital planning and EA functions fall under the direction of the Chief, Investment and

Acquisition Management Team (IAMT) to ensure investments follow the Department’s Lifecycle

Management Methodology (LCM) and participate in stage gate reviews. The Department integrates the

ITIM processes with the Department's strategic planning, budgeting, finance and accounting, Contracting and Acquisition Management (CAM) processes, Information Assurance (IA for IT security) program and its overall Information and Resources Management (IRM) practice. The main objective is ensuring that the Department’s use of IT delivers value, effectively supports the delivery of program services to achieve the Department’s mission, goals and objectives.

The ITIM Team consisting of Federal employees supported by the awardee of this contract is responsible for developing and implementing policies, guidance, training, as well as the strategies and processes designed to enhance and oversee the Department's day-to-day CPIC and EA processes, reviewing interagency agreements and performance work statements related to IT acquisitions, organizing and conducting the Agency’s IT investment governance program, and supporting the line of business segment owners in the preparation, review, and maintenance of major and non- major IT investment business cases

(OMB exhibits Major Business Case and the IT Portfolio Summary).

TASK 2:

Capital Planning

Task 2.1

The contractor shall provide administrative assistance to the Chief, IAM and the IAM Team. These duties consist of a variety of activities in accordance with this performance work statement to include but not limited to:

Developing tools, templates, and other mechanisms to facilitate data and information provision and the completion of IAM process activities Developing and maintaining a CPIC activity calendar to include acquisitions and OMB due dates to be posted on SharePoint Supporting IAM with the logistical set up of monthly PIRWG meetings to include preparing presentations, working with IAM and ITPS Director to prepare agenda; set up room; conference call lines, overhead projectors, etc.

Task 2.2

The Contractor shall provide technical writing development services to the ED CPIC Program. The task involves technical writing, review and analysis of CPIC artifacts and IT Investment documents, producing CPIC briefings, brochures, articles and training manuals. Technical Writing Development for CPIC Artifacts is an inclusive term and applies, as a matrixes item, across all of the tasks in in this

PWS. Rather than be an individual task, it is an integral part of organizing, formatting and presenting the content gathered by the other tasks. The Contractor shall:

Write, review and edit documents using technical specifications that are in the correct format, clear and useful for the intended audience

Prepare CPIC Program Reports to ED, OMB and external oversight authorities as requested

Ensure documents are delivered within prescribed deadlines at acceptable quality

Manage editorial control for branding, version control by ensure that all ED CPIC documents and CPIC artifacts comply with the ED OCIO branding

Manage the creation of communication, archiving, revisions for CPIC outreach products

Ensure all CPIC documents published outside of IAM meet the ED Accessibility Requirements for Electronic Documents

Task 2.3

ED’s capital planning program/enterprise architecture is comprised of Pre-Select, Select, Control, and

Evaluate phases. Contractor assistance is needed for comprehensive ITIM planning, coordination, participation, support, and execution.

The Pre-Select Phase is comprised of upfront activities to determine if an investment supports the

Agency mission as identified in the Agency strategic plan objectives; if the proposed project fits within our current network framework; if there is duplication or an existing solution; and the return on investment for the Agency. One way this is achieved is through an EA framework for aligning IT investments with mission needs. The EA Program is designed to significantly reduce the risks involved with the transformation efforts of the agency and plays a critical role in the modernization planning and performance improvement lifecycle for the agency. ED’s EA provides the blueprint that links the agency’s goals, performance measures, business segments, service components, information and data to the enterprise technology. It provides a strategy for transitioning from a baseline architecture “As-Is” to the target architecture “To-Be”. ED’s EA is developed in alignment with the “Common Approach to Enterprise Architecture”, and describes the operations of thirteen EA segments that correspond to the ED lines of business. The contractor shall provide support during the Pre-Select capital planning phase in the

January/February timeframe when a data call is sent out designed to encourage project managers and segment owners to start developing their IT budget plans early so their request for new IT investments or significant increases through the proper governance process. The contractor shall perform work as described in this performance work statement to include but not limited to creating eCPIC EDX templates, uploading responses into eCPIC, reviewing responses for completeness, and documenting deficiencies. Training modules shall be provided using WebEx sessions, Camtasia, Microsoft PowerPoint presentations (or other requested medium compatible with the ED environment.) The contractor may be required to work directly with project managers to provide training, offer assistance, and track responses in SharePoint or Microsoft Excel.

Ultimately the approved requests will be entered in eCPIC as part of the Select process. The contractor is expected to offer recommendations for process improvement where areas of need are identified.

Task 2.4

The Select Phase is conducted as part of the Department’s annual budget formulation process and results in funding decision recommendations by the Planning and Investment Review working

Group (PIRWG) to the Investment Review Board (IRB). The results are reported to OMB via the

IT Portfolio Summary, a summary of the agency’s IT Investment Portfolio including budget information of both major and non-major investments including E-Gov and Line of Business

(LOB) IT initiatives. The IT Portfolio Summary is as part of the IT budget submitted to OMB near the end of August with a final due in September. The IT Portfolio summary may be revised due to pass back with OMB’s permission. EA provides the IT strategic plan, architecture guidance, tools, and assistance required to support business modernization and transformation, informed IT investment decision-making, and effective governance of agency information management resources. The Select phase activities begin in March/June timeframe. The results of Select are published across the Department and on the OMB IT Dashboard. The contractor shall support IAMT prepare for the Select process in accordance with the due dates as defined by this performance work statement by assisting in the following activities but not limited to:

o Developing/improving the scoring criteria o Developing/updating a Share Point environment for scoring and tracking PIRWG responses o Assisting with the review and analysis of the data and captured responses o Assisting with the development/update of summary presentations for the project managers and Segment Owners for Select presentation phase o Maintaining the investment financial data using Share Point, Excel and PowerPoint o Tracking and preparing analysis of budget requests in SharePoint. The contractor shall work closely with Budget Service to ensure numbers are synchronized with the Budget

Formulation Database o Preparing presentations of data for ITPS Director and PIRWG o Creating various ad hoc, advanced Excel spreadsheets o Maintaining SharePoint update o Preparing training modules using WebEx sessions, Camtasia, Microsoft PowerPoint presentations (or other requested medium compatible with the ED environment.)

o Developing/improving the scoring criteria o Developing/updating a Share Point environment for scoring and tracking PIRWG responses o Assisting with the review and analysis of the data and captured responses

The Control Phase monitors progress of investments in meeting planned targets. The OMB

Circular A-11, Part 7 requires that each agency provide a detailed capital asset plan and justification report, called an IT Business Case for each major IT investment. The project managers of these initiatives prepare IT business cases for the next budget year budget submission to OMB in September via the Electronic Capital Planning and Investment Control

(eCPIC) tool. Investments may be revised, as necessary, after OMB provides the Department with budget pass back information in late November. The capital planning group is responsible for monitoring the investments and preparing the annual and monthly updates, reporting and submissions electronically in the eCPIC tool throughout the fiscal year. An integration of the budget and performance ensures linkage of funding decisions to results and ensures that the

Department’s EA complies with the mandates required by the Clinger-Cohen Act and OMB. The collection of enterprise architecture artifacts, data and analysis provides information supports that value measurement and effective IT investment decisions. The EA is also used by enterprise-wide initiatives to guide the building of enterprise-wide business and technical solutions that transition the Department to its Future State Vision. Enterprise Architecture provides an intermediate and longer-term enterprise business process and technology roadmap to guide business process changes, technology choices, IT technical and data standards, governance policies, and procedures over time. The contractor shall support IAMT prepare for the Control process in accordance with the due dates as defined by this performance work statement by assisting in the following activities but not limited to:

o Assisting with maintaining policy guides and updating procedure documents o Assisting project managers by performing similar duties as the IAMT Liaison o Developing charts, graphs, and presentations using Excel and EDX o Updating and maintaining the IAMT SharePoint sight

Task 2.5

The Evaluate Phase commences when the project is implemented or deployed into production.

An Operational Analysis (OA) is performed to determine if the project(s) associated with the investment met the business need(s) it was approved for, if the project met the approved schedule and if it adhered to the approved budget supported by performance metrics by the project managers. To measure the effectiveness and maturity of the ED’s EA Program capabilities, the EA program requires an annual assessment of the ED EA program using the

Government Accounting Office (GAO) Enterprise Architecture Maturity Framework. Both current “As-Is”, and target “To-Be” architectures and various EA artifacts are designed to demonstrate compliance with OMB guidance. The ED EA is also used to identify services, business processes, information and investments that can be shared, reused or repurposed. As part of continuous monitoring to insure quality data and adherence to best practices, ITIM is also responsible for annually conducting detailed program reviews in the form of program assessments, Bureau-level Tech Stats, Agency-level Tech Stats, Agency-level Portfolio Stats, investment quality reviews, and investment health reviews. The contractor shall maintain

Evaluate Phase Support for ITIM. This includes but is not limited to:

o Reviewing and analyzing Operational Analysis o Preparing analysis of upcoming Operational Analysis by major investment o Preparing and participating in annual investment reviews o Monitoring associated Action Plans (CAP) o Assisting in termination of investment processes

Task 2.6

The contractor shall assist with monthly and annual submission of the Major Business Case and the IT

Portfolio Summary. OMB requires agencies to submit an annual budget justification and monthly progress reports towards investment delivery. The Contractor shall provide support to IAMT, Segment

Owners, and Project Managers for remediation of Major Business Cases and IT Portfolio Summary after OMB Pass back. This may include:

Providing updated templates and guidance on how to prepare OMB required documentation

Prepare analysis of eCPIC errors and consistent issues, make recommendations for improvement and provide training modules for resolution

Creating EDX templates for various reporting requests

Providing ED PM with Help Desk statistics as agreed upon and established for each fiscal

Task 2.7

The contractor shall provide 1 st Tier help desk support to Education’s eCPIC and SharePoint users. The eCPIC help desk is the first line of contact for systemic issues dealing with eCPIC. The Help Desk shall be manned one hour on either side of core business hours to ensure customers are responded to in a timely fashion. Help Desk is manned during peak hours and during monthly and annual submissions to resolve errors quickly and accurately. The contractor shall remain current on eCPIC changes and keep the system up-to-date with custom processes.

Task 2.8

The contractor shall provide recommendations and assist with development of an approved program assessment/Tech Stat process. OMB requires agencies to perform agency or bureau-level Tech Stats on all major investments. The Department also performs program assessments on investments annually to ensure proper alignment with Departmental policies and to make recommendations for proper project management for an improved and high-quality IT portfolio. The contractor shall perform work as described in this performance work statement to include but not limited to:

Working with the Chief, IAMT to develop a combined annual review process that will satisfy different OMB and Departmental requirements

Assisting with the development and publication of new guidance and procedures

Preparing training modules using WebEx sessions, Camtasia, Microsoft PowerPoint presentations (or other requested medium compatible with the ED environment.)

Performing analysis on individual investments to ensure they are conforming to industry best project management practices

Making recommendation for program/ investment improvements

Working with program/project managers to gain a better understanding of capital planning and project management practices on the phone, in person, via WebEx as needed.

Preparing and maintaining a tracking methodology for the over-all status of each investment and the agreed-to action plans and the progression/status of each action using Microsoft Excel, SharePoint, Microsoft Word, Microsoft PowerPoint, and other medium compatible with the ED environment

The ITIM Branch Chief supports the Department’s IT governance process by facilitating the

Department’s IT governance structure made up of the Planning and Investment Review Working Group

(PIRWG), the Department’s Investment Management Board (IMB), and the Departmental IRB of which the Department’s Chief Information Officer (CIO) and the Information Technology Program Services

(ITPS) Director are active participants. ITIM supports the PIRWG, IMB, IRB and the CIO by providing complete accurate and reliable information pertaining to Education’s IT Portfolio. The IMB reviews the proposed investment requests and determines if an IT investment should be made continually manages oversight of the complete IT portfolio. The PIRWG makes funding recommendations to the CIO who in turn has decision-making authority when preparing recommendations to the IRB. The IRB makes the final funding decision which then constitutes the Department’s IT portfolio and budget strategy for the coming fiscal year.

TASK 3

Acquisition Management

Task 3.1

ITIM is responsible for the IT acquisition review process to include reviewing, updating, and monitoring the IT acquisition plan provided by Contracting and Acquisition Management (CAM) and maintaining the

IT acquisition review process used for all IT acquisition requests, in accordance with the defined procedures in the acquisition handbook. ITIM manages the review of all of Education’s acquisitions including interagency agreements, statements of work, performance work statements, and statements of objectives to ensure contracts have the proper language related to IT investments, to ensure they are in alignment with our Enterprise Architecture, and to ensure proper reporting of IT spending. These requests are checked against a planned acquisition spreadsheet approved by the Contracts and Acquisition

Management office and by Budget Service. Acquisition documents are uploaded in a SharePoint application and routed through workflow to solicit proper and required IT language to be included. The use of SharePoint allows for collaboration between reviewers and submitters and to ensure IT is recorded properly in contracts and all IT is captured for proper reporting. The awardee will be responsible for updating, maintaining, and developing workflows; setting permissions; uploading documents; and acting as the system administrator for the site. The contractor shall provide support for the OCIO Acquisition

Plan review process. The contractor shall provide support for the OCIO Acquisition Plan review process.

The contractor shall have current general knowledge of Federal contracting standards and Federal

Acquisition Regulations (FAR) knowledge in order to make recommendations and ensure Education’s review processes are lined with the FAR. The contractor shall perform work as described in this performance work statement to include but not limited to:

Developing, implementing, and maintaining the workflow processes in Share Point that will allow users across the Department to access the site

Developing guidance and procedures on the acquisition review process using Microsoft Word, PowerPoint, Microsoft Excel, and other tools compatible with the ED environment to be posted on

SharePoint

Preparing training modules on how to use the site and the overall acquisition review process using

WebEx sessions, Camtasia, Microsoft PowerPoint presentations (or other requested medium compatible with the ED environment)

TASK 4

Enterprise Architecture

Task 4.1

The contractor shall act as a liaison with leadership, program managers, business owners, segment owners, and project managers to obtain information used in developing and maintaining ED Enterprise

Architecture, transition strategy plan, and IRM strategic plan. The contractor will be responsible for maintaining and updating the CPIC business case and supporting artifacts used in ITIM products.

Enterprise Architecture will be kept up to date through stakeholder interaction and will be validated by all business owners, IAMT, segment owners and PMs.

Task 4.2

The Contractor shall develop, maintain and update the ED EA program management plan (EA PMP) as directed by the government. The EA PMP shall define EA projects, milestones and deliverables as determined by the government. The EA PMP shall contain a detailed description of the EA Program, EA

Modernization Roadmap, EA Life Cycle, EA Principles, EA Program requirements, EA strategy (what, how, why, who), EA stakeholders, EA performance measures, EA value and potential benefits to the business and IT, EA critical success factors, assessment of EA maturity and how EA will be developed, operationalized and managed. The EA Program management plan shall detail the EA repository and tools, EA governance functions, EA communication and outreach strategy, EA Program risk management, EA quality management and EA Program resource requirements. The ED EA PMP should present a holistic EA program capable of delivering EA services and to better align business and IT with the agency mission and performance goals.

Task 4.3

The Contractor shall develop and describe the ED Enterprise Architecture in the context of the EA

Modernization Roadmap. The ED EA Roadmap complies with the format prescribed by the Federal

Chief Enterprise Architect and describes ED’s business, technology, and data, of expectations.

Subsequent status meetings and/or reports will be held monthly between the Contractor and EA staff. The contractor’s Task lead shall be the primary interface with the ED Project Manager or COR. The

Contractor shall provide a Microsoft Office PowerPoint presentation (or other requested medium compatible with the ED environment) and report a summarized work progress at each monthly status meeting to include:

Progress and work completed

Staffing issues affecting work

Discussions of any problems/issues and recommendations for corrective action

Status of deliverables

Meetings attended and summary of discussions Upcoming meetings scheduled

Planned activities for next reporting period

Critical issues Critical risks

Attend the monthly performance meetings and ad hoc project management meetings as required

Security architectures along with a description of the current state, future vision and transition activities

The contractor will develop and update the EA Modernization Roadmap for the annual submission to OMB. By collecting, analyzing and documenting EA information from ED’s people programs and projects. The Contractor shall:

Develop and populate contents of the ED EA Modernization Roadmap

Support the collection and analysis of the information required to develop each section of the ED

EA Modernization Roadmap

Coordinate with ED executive management, business owners and program managers to gain approval of the ED EA Roadmap

Task 4.4

The Contractor shall provide guidance on the use of the segment architecture which is developed to inform stakeholders with sufficient detail to facilitate budgetary planning and deployment of systems and technologies that are needed to obtain the future state of the segment. The Contractor shall:

Provide leadership toward creating, maintaining, and marketing a strategic view of a business architecture that meets the needs of the agency

Assist in the development of the overall architecture structure and provide guidance for the overall integrity of the architecture

Develop business process models to support implementation of future architectural goals

Analyze proposed business architecture changes and designs to ensure they are aligned with the architectural vision for the enterprise

Develop all of the required EA artifacts to complete a Segment Architecture as required

Develop business architecture showing clear line of sight between levels of the segment architectures

Use business architecture best practice, policies, standards, tools, techniques, processes and procedures to develop repeatable methods for creating and integrating strategic and tactical plans from complex visions and business strategies

Perform Business Process Management Analysis that captures process owners, participants, laws and regulations that are applicable to processes, hand-offs and interactions, fees, and where processes are performed

Collect segment information during EA program alignment reviews, as well as during EA outreach meetings with business stakeholders

Advise and educate on architectural issues to ensure that business segments are aligned with the future architecture

Consults on the implementation of business solutions based on the architecture development

Develop communication briefings for business and technical executive leadership on various issues related to business architecture

Provide advisory services, such as discussions of any problems/issues and recommendations for corrective action, as identified and needed, to the entire ED enterprise and communicate business needs for technology capabilities within the agency to the Office of the Chief Information Officer

Task 4.5

Assist in the promotion to reuse these products and services across the enterprise

Provide technical guidance and counsel to project teams to ensure alignment to the IT

Architecture

Identify new and changing technical skill set requirements

Task 4.6

The contractor shall assist ED programs in developing data models and establishing and/or improving the data management program. The effort to model the enterprise shall include providing reference, Conceptual, Logical and Physical Data Models of both the "as is" and any potential "to be" data structures. The Contractor shall:

Assist ED Data Architect in the development of the Enterprise CDM, LDM and PDM

Assist ED Data Architect in keeping the Enterprise CDM, LDM and PDM current

Assist in guiding enterprise-wide data architecture strategies integration with enterprise infrastructure and application architectures, as well as data integration processes, data governance models and standards specifications

Assist in ensuring cross ED Data Architecture visibility on enterprise data usage; access, and storage; and how and what methods are used in the data transformation within the data usage lifecycle

Conduct briefings to high-level decision makers on Enterprise Data Management and information sharing frameworks for ED

Evaluate new and emerging technologies supporting new and changing data standards

Support and facilitate functional data management discussions and initiatives across ED

Provide ED with a complete body of data and information architectural standards, policies and designs that address data management and secure data access, ensuring that there is integration of the ED Security Architecture and it is in line with the ED Data Architecture

Document the proper sequence of activities that have to be performed to ensure an effective and efficient implementation of the future architecture

Assist in the promotion of internal and/or external partnerships that improve data integration and information sharing responsiveness

Contractor shall coordinate on an ongoing basis with ED data stewards to ensure that any change or modification to the data architecture is captured and data models updated

The Contractor shall analyze and define advanced technologies relevant to the applications and services within the enterprise architecture. Provide guidance to project teams in the implementation and adherence to governance principles, policies and procedures. Identify and manages exceptions to the governance standards. Provide leadership and skills transfer across the architecture group with respect to due processes, methodologies and relevant best practices. Research, monitor and communicate technology trends. Provide leadership and recommendations about technological opportunities to the entire ED enterprise for a broad, diverse and complex set of functions. The Contractor shall perform the following services:

Provide coaching and mentoring to Program Managers to collect and maintain their technology architecture information

Consults on the implementation of technology solutions based on the architecture development

Develop communication briefings for technical executive leadership on various issues related to technology architecture

Assist in the defining and implementing technology governance standards and activities

Assist in developing Enterprise IT products and services reference model

Assist in developing a Services component Architecture

Assist in developing a catalogue ED application services

Task 4.7

The Contractor will be responsible for supporting programs during the pre-investment and pre-acquisition stages to ensure programs get architectural guidance and direction on security and privacy. The

Contractor shall help define the security architecture for ED by assisting and guiding programs with capturing enterprise and segment security and privacy requirements for any acquisitions. The security architecture framework shall include policy, implementation guidance, compliance, and process definition. The Contractor shall:

Assist in creating a unified framework and reusable services that implement policy, standards, and risk management decisions

Assist in the development and publishing of architectural guidance on security and privacy and ensure alignment with business, performance, data, services and technology layers

Collaborate on topics such as, but not limited to: policy definition, technology selection and project review to incident response

Analyze security architecture including security theory and technology vulnerability analysis.

Collaborate with OCIO Information Assurance Service subject matter experts to define an integrated framework for security and privacy and policy, architecture and the guidance necessary for its consistent implementation

Task 4.8

The Contractor shall ensure that the “To-Be”…