ASG SOW 05.08.24.pdf

Office of Personnel Management

Office of the Inspector General

DRAFT: SOW - Database Application Requirements

ADMINISTRATIVE SANCTIONS GROUP DATABASE APPLICATION

SPECIFIC REQUIREMENTS

1. GENERAL INFORMATION:

1.1 Introduction: The Office of Personnel Management, Office of the Inspector General’s

Administrative Sanctions Group (ASG) is seeking to acquire a secure application to maintain records containing PII and sensitive information for individuals and entities, that can import and export information, run various customizable queries of the database contents, and perform other services as defined in this document. The secure application must meet the Office of Personnel Management (OPM) and the Office of the Inspector General’s (OIG) security and access requirements. In addition, all records from the current MS Access database platform must be converted or transferred to the new application.

1.2 Background: The MS Access database is currently 63,748KB and houses approximately 50,000 vital public and private records on individuals, entities, and health insurance carriers. The records are stored in two databases. The individual and entity database contains 41 database fields, while the health insurance carrier database contains 30 database fields. The need for this information is imperative for our office to effectively pursue and record final sanctions outcomes and report those outcomes to the public and health insurance carriers. In order to meet our mission, we must be able to maintain accurate and easily retrievable records, produce reports, import data for the creation of and the modification to existing records, and export data for important notices and reporting. ASG currently runs approximately 50 reports a month, based on customizable queries, resulting in approximately 30 exports monthly.

Data is manually entered into customizable fields on the database forms to create new records.

Approximately 100 new records are created manually each year. In addition, ASG receives data monthly in CSV format which is converted into Excel and imported/uploaded into the database for the creation of new database records. Approximately 100 new records are created each month through this process.

On a monthly basis, ASG runs various queries to create reports. These queries are customized to extract data based on specific criteria. The reports generated are exported into tables, Excel, an external MS

Access database (.mdb), and .txt, and used to:

• post encrypted .mdb and Excel files to a secure OPM website,

• upload .xml files to an external publicly accessible website, and

• create letters in Word for issuance.

ASG also routinely runs customizable queries based on specific criteria to obtain statuses and update multiple records, simultaneously.

1.3 Objectives: Procurement of the secure application is vital to the safety of individuals and entities, and the integrity of our Program. The ability to easily search and retrieve records, generate reports, import/export data, and manually create or edit records is critical for the efficiency and effectiveness of

ASG operations.

1.4 Scope: The application shall provide easily searchable and retrievable records and have the capability to meet all requirements as stated in Part 3: Specific Requirements of this document.

1.5 Period of Performance: The period of performance shall be for a base year with four (4) one-year options.

1.6 Contract Type: The government will award a Firm Fixed Price contract for the development of an application for OPM OIG’s ASG.

2. RESPONSIBILITIES:

2.1 General: The application shall furnish all services required to perform work that is listed under

Part 3 of Attachment 1: Specific Requirements.

2.2 Materials: The Contractor application must meet the specific requirements.

2.3 Equipment: Not Applicable

3. SPECIFIC REQUIREMENTS:

1. Must be able to transfer or convert current database files into new application

2. Ability to define and customize data fields and data types for multiple databases (e.g. DOB to require 2-digit month, 2-digit day, and 4-digit year; do not allow for “&” in name fields). See

Exhibit 1.

3. Total user count = 8 for OLLA/ASG staff, with the ability to increase, as necessary.

4. Ability to have multiple and simultaneous user access.

5. Administrative rights. Ability to define user access levels/roles, create and modify user accounts, installation of software (if applicable), user account management, etc.

6. Concurrent multi-user sign-in using MFA and access for up to all active users, as identified above.

7. Must meet all security requirements for a FISMA moderate information system that will store

PII and confidential/proprietary information.

8. Ability to add/modify databases

9. Ability to create/modify user form/interface for displaying, printing, and saving (externally) data records

10. Ability to enter data in user form/interface for record creation and modification

11. Ability to search data on specific search criteria

12. Ability to update multiple records and multiple fields within the records simultaneously based on specific criteria

13. Ability to import data from multiple formats (i.e. Excel, CSV, .txt) to update existing records and to create new records.

14. Ability to convert data received for import. For example, dates received may be YYYY-

MM-DD and need to be converted to MM-DD-YYYY format.

15. Ability to field map data received for import. For example, data received is labeled SSNEIN and needs to be mapped to existing SSN field.

16. Ability to export data pulled from specific fields into tables, Excel, Word (fillable letter templates), pdf, xml

17. Ability to customize and run, on average, 50-100 reports monthly, pulling data from specific fields based on customizable queries

18. Ability to export data from reports

19. Ability to run reports and audit changes to data, permissions, etc.

20. Ability to filter and sort data

21. Ability to print data records, reports, etc.

22. Backup of the data

23. Data recovery

24. Support Windows operating systems

25. Desktop computer access compatible with MS Suite

26. User training manual

27. Regular status meetings

28. New user training and available refresher training

29. Customer support

30. Ability to assign tasks to staff and document the review and approval process

31. Ability to upload attachments/documents to specific data records (i.e., emails, Word documents, Excel documents, PDF documents, etc.)

32. User and creation/modification timestamp for data entries

33. Ability to export data into Excel, Word, pdf, etc. to meet 508 compliance

4. Data Rights

The Government shall own the system and all data produced as a result of this award.

5. Deliverables

Item No.

Deliverable

Description

Frequency

1 Kickoff Meeting Initial meeting between vendor and stakeholders to discuss roles, responsibilities as well as timelines and potential issues/resolutions.

Framework of satisfying requirement shall be discussed and agreed upon.

Once

2 Weekly Status Report Weekly report documenting tasks and issues identified during the week

Weekly

3 Operations/Training

Manual(s)

Applicable Operations/Training

Manual(s) for finished solution. To be used to educate new users or act a refresher for experienced users.

When applicable

4 Monthly Project Status

Report

Report focused on the successful accomplishment of major milestones/ deliverables within the planned Schedules

Monthly