Amend_3_Questions_and_AnswersAugust_27.docx

AG-7604-S-13-0033

Solicitation Amendment 003 Attachment 1

Questions and Answers August 27, 2013

1. Question: How, are you currently using SharePoint, and what version, how many users, how do you want it to interface with SharePoint? Using Document, Search, etc. Need further details.

Answer: We do not currently use SharePoint in this environment, but are interested in assessing innovative solutions which might include this capability.

2. Question: What is the Employee history search return format? This required is too vague about what is needed, please indicate the meaning or “history search return format” or an example?

Answer: The requirement is to ensure we can search by an employee’s information and the system will provide historical documentation in a historical format such as all-encompassing case, or a summary of what the previous claims/incidents that were filed were. The actual format of the return will be determined during configuration and design after selection is made.

3. Question: This requires a chain of command in the person/employee table hierarchal table is one design pattern.

Answer: This doesn’t appear to be a question, rather a statement on how the vendor will address the requirement.

4. Question: This can be done similar to pointers, simple flip the owner to a new owner, but how do we maintain the history of owners, using a transactional table system, for each table.

Answer: This doesn’t appear to be a question, rather a statement on how the vendor will address the requirement.

5. Question: When reassigning a case does this mean to assign the case to Org Level 5, not really understanding this, can an example be given in regards to this requirement?

Answer: The FS has several Regions and part of the Region includes several organization levels. Based on user roles, the system should allow reassignments to a specific organization level.

6. Question: This is another “view” or UI screen to allow the CM to view a quick summary of the cases in turn, a grid and viewer would be best for this case. Since there are other requirements that identify using grouping and sorting together.

Answer: This doesn’t appear to be a question, rather a statement on how the vendor will address the requirement.

7. Question: Please explain the definition of “Trends”, and “User Defined Data Sets”

Answer: Trends would refer to specific incidents that occurred or happened over a period of time that are similar in nature. User defined data sets are data sets defined by a user. For example, a user can define data sets to run a report.

8. Question: If it has not already be indicated, please remove this duplicate of IPS 75

Answer: Unable to see any duplication of IPS 75, unclear what you believe it duplicates.

9. Question: IPS-86 The system must be able to pre-populate data fields. Please provide a definition for “Pre-populate data fields”.

Answer: Pre-populating data fields refers to the use of data entered into the system or received through an interface to populate appropriate fields and to generate forms. The intent is for the user to minimize key strokes by not reentering data that is already available for each data field that may be used in multiple locations.

10. Question: IPS-90.1 The system must provide the ability to prohibit users from advancing if there is a change of date without justification. Please provide a scenario of this taking place where the user many change a date, is this specific to all data entry forms or specific to the functionality of the system.

Answer: Specific to the functionality of the system, the system should have validation rules to ensure required fields contain necessary data prior to allowing the user to advance to the next screen, task, or requirement, etc. For example if an incident is created and the system auto-generates an “incident date”, if the user tries to edit the incident date without providing an explanation for the change, the system should prohibit the user from advancing to the next task until an explanation is provided for the date change.

11. Question: IPS-91 The system must support electronic signature. Analysis if Document Ink can be used for this process if they have a SaaS process.

Answer: Currently USDA does not use Document Ink for digital signature capabilities, so this would need to be investigated further. We are not aware of any technical reason why this would not be an acceptable form of digital signature.

12. Question: IPS-92 The system must provide an ability for free text and notes with audit capability. This uses an Audit Library and must be used throughout the system.

Answer: This doesn’t appear to be a question, rather a statement on how the vendor will address the requirement

13. Question: IPS-93 The system just provides the ability to save multiple comments. Please provide a scenario that needing to save multiple comments at one time.

Answer: If an Employee contacts a Workers’ Compensation Specialist regarding their submitted claim, the system should allow that specialist to enter a comment regarding the conversation. This may not be the WC Specialist assigned to the claim. In addition, the system should also allow users based on role to enter and save comments based on the work completed for that specific claim.

14. Question: IPS-93.2 The system must provide the ability to filter/sort multiple comments. Dragging comments from one area to another is a way to get this done.

Answer: This doesn’t appear to be a question, rather a statement on how the vendor will address the requirement.

15. Question: IPS-94 The system must provide the ability to process analytics. This is a duplicate to the entire system, analytics is implied, is there a specific reason to request this item?

Answer: The government wants to ensure the system is capable of capturing and reporting on the data captured in the system, including producing analytical information that would be used for trending and preventive measures.

16. Question: IPS-112 This system must provide alerts. We need an architecture design to complete alerts.

Answer: Actual alerts needed in the system would be completed during the transition period. The government anticipates completing system design sessions with the selected vendor to configure alerts. The system should be capable of supporting alerts.

17. Question: IPS-112.1 The system must alert users of mandatory printing requirements. Some forms require mandatory printing requirement, with these requirement per form be released.

Answer: The government anticipates completing system design sessions with the selected vendor to identify the configuration values for printing.

18. Question: IPS-114.3 The system must default notifications to the Designated Safety Manager. We need to ensure there is an adequate way to get the “Designated Safety Manager” information.

Answer: The government anticipates completing system design sessions with the selected vendor to identify user roles and the required default notifications for each role.

19. Question: IPS-127.1 The system must provide the ability for the user to log open case statuses. Please give a definition of log. Log in application terms mean to log information that is used to debug exception or critical information areas, our assumption. Please define your definition log.

Answer: Open case status have several different available options the WC Specialist can enter to show which step in the process the claim is at. The system should allow the WC Specialist to update (i.e. log) the case with the appropriate status.

20. Question: IPS-139 The system must provide the ability to directly access changes captured in audit history, as well as associated documents. Please give a definition of “Associated Documents”.

Answer: Any document related to the incident or case would be considered associated documents.

21. Question: IPS-140 The system must provide the ability to add attachments. Does this mean adding attachments to emails, or an audit log? Please provide a scenario in association with adding attachment for this requirement.

Answer: The system must have the ability to attach documents related to a case. This is not specific to an audit log. For example, the system must allow a WC Specialist to attach a medical evaluation to a claim after the claim has been submitted.

22. Question: IPS-141 The system must support a resume library by attaching the PDF versions. Please indicate a scenario or definition of “A resume library by attaching the PDF versions”.

Answer: The system must have the ability to attach PDF versions of resumes. For example, an injured worker who has been cleared to return to work, the WC Specialist would upload the resume to the resume library to assist with searching for employment within the Agency.

23. Question: IPS-151 The system must provide the ability to support social media. What, if any, is the USDA-FS’s current guidance or policies governing social media with data classification? Please provide a scenario that would allow social media to be using by the USDA-FS in accordance with current/exceeding government policies.

Answer: We do not currently have this capability, but we are aware of this innovative tool is used in some applications that are restricted to internal use only as a method of capturing and manage knowledge. We are not seeking any opportunities to utilize public social media tools.

24. Question: IPS-152, IPS154 & IPS-152.1 The system must provide the ability to identify records based on telecommunications. Please provide a definition of the type of “Telecommunications” to these items.

Answer: IPS 154 is referencing changing charge-back codes, POCs, addresses, etc. and does not reference telecommunications. This is accomplished prior to the claim being submitted through EDI by a WC Specialist to ensure accuracy/quality prior to transmission The system should be able to search and retrieve records based on telecommunications such as chat, phone call, email, or whatever communication channel was used. Please note, this requirement may be useful, but is not a critical or mandatory requirement.

25. Question: IPS-171 The system must provide calculation functionality (where possible). We need find or determine the system can provide calculation functionality in reports.

Answer: This doesn’t appear to be a question, rather a statement on how the vendor will address the requirement.

26. Question: Is the Forest Service looking to implement a case management solution used solely for workman’s compensation cases, or looking for an overall solution to start with these types of cases and move into broader case management?

Answer: Only WC cases are anticipated to be included for case management in the current solicitation at this time.

27. Question: Are you looking for a pre-configured COTS solution or a case management platform which can be configured to meet your specific business requirements?

Answer: The Forest Service is looking for a COTS solution that can be configured to meet the Enterprise-wide requirements.

28. Question: Is the FS looking for a pure 100% web-based client, or would a solution utilizing thin client and a web-based consumer portal suffice?

Answer: The Forest Service is looking for a solution that is web-based. We do not intend to dictate how you accomplish the requirement.

29. Question: On page 7 of the SOO, it states “Complete the transition and assume control and management of the work described in the PWS within 120 days of contract award.” Does this mean the new system and data conversion needs to complete within 120 days from award?

Answer: Based on research completed, the Forest Service estimated transition would be completed within 120 days from contract award. This is just an estimate and the vendor may propose a different transition timeframe for evaluation.