Attachment 1 - Statement of Objectives.pdf

Statement of Objectives

Keesler AFB (KAFB)

81 FSS/FSPP (Student Personnel Center)

Digital Student Processing Platform for Student Assignments

CAO 28 April 2025

1. Background: Our organization trains 7k military students annually and manages in/out-processing tasks related to personnel tracking, training certifications, and assignment preparations. The current in/out-processing is a paper-based manual process, leading to delays and administrative burden. An automated, digital solution is required to improve efficiency, accuracy, and security.

2. Objective: Configure a digital platform with profile-based in/out-processing checklists that include relocation requirements while enabling communication/collaboration for process stakeholders and a dashboard allowing transparency for leadership. The platform must exist within the Air Force Network’s (AFNet’s) Microsoft Office 365 site collection and be capable of configuration to user needs, or already have DoD Authority To Operate (ATO) inside of the AFNet. The platform must meet DoD cybersecurity standards. Although the platform does not currently require integration with military personnel systems it is desired to allow possible scalability in the future.

3. Scope: The contractor shall configure a fully functional web application in accordance with the requirements outlined in this SOO. The scope includes the configuration, deployment, training, and maintenance of the platform, as well as future scalability to accommodate policy and program changes.

4. Requirements: Create a platform that eliminates paper process for relocation while enabling a single communication tool for all agencies and customers involved. The web application must include the following capabilities:

4.1 Process Automation and Communication:

• Serve as a centralized electronic focal point for tracking in/out-processing activities.

• Streamline document routing and communication between all stakeholders by configuring pre-existing software.

• Replace multiple communication streams (e.g., email, Teams, phone calls) with a single, unified platform to eliminate gaps and single points of failure.

• Enable role-based user profiles with defined access and abilities for the following offices that are all internal to Keesler AFB:

o Student Personnel Center (SPC) Technicians [5 leads/15 technicians] o Military Training Leaders (MTL) [5 leads/50 technicians] o Students [7,000 annually] o Support agencies to include:

• Finance [2 leads/3 technicians]

• Traffic Management Office (TMO) [3 leads/5 technicians]

• Security Office [2 leads/3 technicians]

• Base Operation Medical Cell (BOMC) [2 leads/3 technicians]

• Dental Clinic [2 leads/3 technicians]

• Military and Family Readiness Center (M&FRC) [2 leads/3 technicians]

• Exceptional Family Member Program(EFMP) [2 leads/3 technicians]

• Wing Special Security Office (SSO) [2 leads/3 technicians]

4.2 Dashboard and Reporting:

• Provide a built-in dashboard for leadership to track real-time customer status and progression along standardized timelines to allow transparency for leadership and process improvement opportunities.

• Automate trend data reports within the platform for weekly, monthly, quarterly, and annual periods to brief leadership on processing rate/success.

4.3 User Profiles

• Enable profile authentication via Common Access Card (CAC) certificate (Public

Key Infrastructure).

• System shall handle structured and unstructured data, including scanned documents, while maintaining compliance with privacy regulations (Privacy Act of 1974) and current DoD security standards to include Personal Identifiable Information (PII) and Controlled Unclassified Information (CUI).

4.4 Student Profile and Electronic Relocation Folder:

Each student requires a profile with their identifiable information [name, rank, email, phone, squadron, Air Force Specialty Code (AFSC), Graduation Date] as well as an electronic relocation folder. The electronic relocation folder will be organized by “Tabs” that include all “Documents” required for the student to receive their follow-on assignment. Documents need to be fillable templates (full document listing below) that can be electronically signed using CAC certificates. Every student will require a unique combination of documents as each situation is case by case. Therefore, the student’s profile and relocation folder must allow editing to allow Student Personnel Center (SPC) technicians to add/subtract documents to the student’s folder (full document listing below). If a student’s identifiable information, assignment, or family situation changes the SPC technicians need the ability to add or subtract documents at any time. Each required task/document must include instructions, timelines, and priority status.

• Electronic Relocation folder requirements will include the following “Tabs” and

“Documents” under each tab. SPC technicians will provide the following documents:

o Tab 1- Student:

• Basic Military Training (BMT) certificate

• Air Force Form 522

• Department of Defense Form 1172

• Fitness score card

• Short-tour follow-on request

• Korea Incentive Pay (KAIP)

• Turkey Incentive Pay (TAIP)

• Air Force training certificate(s)

• Air Force Form 965

• Join spouse application o Tab 2- MTL/Unit:

• Quality Letters from Unit

• Overseas Leave memorandum o Tab 3- SPC:

• Assignment Report of Individual Personnel (RIP)

• Change notice

• Personnel Processing Code (PPC) [including the full description]

• Air Force Form 330 o Tab 4- Medical:

• Medical

• Dental

• Immunization letters

• Air Force Form 422

• Quantitative Gas Mask Fit Test o Tab 5- 81st Training Support Squadron:

• Security clearance memo o Tab 6- Outside Agencies:

• Personnel Reliability Program (PRP) packages (Form 286)

• Passport memorandum

• Polygraph memorandum

• Concurrent travel request

• Retainability (Military Personnel Flight)

• Exceptional Family Member Program completed screener

• Electronic Relocation folders shall replace hardcopy checklists and streamline completion tracking for all involved agencies.

4.5 System Features and Expansion:

• The system must track deadlines and send warnings to customers/supporting agencies by af.mil email addresses when unmet deadlines are approaching.

• Allow electronic signatures using CAC certificates for required forms.

• Be adaptable for potential future capability expansions based on DOD policy and program changes.

5. Training:

The contractor shall conduct on-site training for up to 130 users over the course of 5 days.

Training sessions shall occur during normal duty hours (0800–1500 CST, Monday–Friday) and include the following:

• Operation of the software

• Operational processes

• System programming options

• Backup procedures.

The contractor shall provide operations manuals and training materials (“how to guide” and “troubleshooting guide” at a minimum).

6. Software Support:

For any option years, the contractor shall provide software support. Annual support shall cover licensing, software updates, and Helpdesk assistance. The Helpdesk shall be available for trouble shooting via phone call or instant messaging from 0700-1600 CST Monday through Friday to exclude all federal holidays.

7. Warranty:

The contractor shall provide a standard commercial warranty. Warranty services shall commence upon acceptance and include detailed written procedures for issue resolution.