Attachment 2 Financial Reporting SLAs.pdf

Attachment 2– Service Level Agreement Technical Requirements

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SLA Requirements

Req ID # Requirement Time Frame Mandatory or

Situational

SLA-01: Financial Operations and Reporting Support

SLA-01-01: Financial Reporting

SLA-01-01-01 The contractor will prepare the Q3 and Q4 financial statements, notes, and RSI based on data obtained from the NSF accounting system and agency data calls within

3 calendar days (typically Fri, Sat, Sun) from the date the trial balance is finalized.

Prepare the Awards to Affiliated Institutions and Awards to AD IPAs' Home Institutions by Directorate appendices for the Annual Financial Report

Provide the Understanding the Financial Statement section of the MD&A

3 calendar days M

SLA-01-01-02 The contractor shall assess new FASAB releases, significant new OMB A-136 updates, and significant

Treasury reporting changes for their impacts on NSF.

5 business days M

SLA-01-01-03 The contractor will assess agency data calls annually to ensure the requests obtain sufficiently detailed data to comply with financial reporting requirements.

5 business days M

SLA-01-01-04 The contractor will review property reports provided from various organizations, both internal and external, and record additions, disposals, and depreciation.

1 calendar day M

SLA-01-01-05 The contractor will assist NSF organizations with questions regarding additions, disposals, depreciation, and other issues related to property.

The contractor will maintain property roll forwards updated with additions, disposals, and depreciation each quarter.

1 calendar day M

SLA-01-01-06 The contractor will perform analysis of year-end accounts payable data to record an accounts payable accrual based on prior years’ data and various system extracts including IPP reports.

3 calendar days M

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Situational

SLA-01-01-07 Reviews and updates annual GAO FAM Federal Financial

Reporting Checklist based on any changes to NSF operations or policy at Q3 with review for any updates at

Q4.

5 business days before PBC due date

M

SLA-01-01-08 The contractor shall conduct an analysis of the year end accounts payable accrual, and other accruals, and provide suggestions for potential improvements.

10 business days

M

SLA-01-01-09 The contractor will review and prepare various entries and analysis related to payroll and benefit liabilities.

2 business days M

SLA-01-01-10 The contractor will review and prepare various journal entries to improve NSF’s data quality and reporting data.

Up to same day M

SLA-01-01-11 The contractor will utilize NSF data to provide NSF’s trading partners with quarterly data to improve the government-wide intragovernmental differences.

1 business day M

SLA-01-01-12 The contractor will complete various prepared by client items including additional auditor requests and sample support with turnaround time of 3 days from request to delivery.

3 business days M

SLA-01-01-13 The contractor will assist NSF with the support, maintenance, updating, and troubleshooting of financial reporting and analysis databases, automations (including

R, Python, and UiPath), and reports

Up to same day M

SLA-01-01-14 The contractor will support NSF management in activities, interactions, and documentation requirements related to internal and external reviews, audits, assessments, and the like.

Up to same day M

SLA-01-01-15 The contractor will support change management, reconciliation, system testing, conversion, training, and operating activities related to G-Invoicing.

5 business days M

SLA-01-01-16 The contractor will interpret, apply, and implement new financial management and systems standards, guidelines, and requirements.

5 business days M

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Situational

SLA-01-01-18 The contractor will maintain, update, and enhance DFM

SharePoint sites or any subsequent document storage tools/software.

1 business day S

SLA-01-01-19 The contractor will create, update, and maintain documentation of DFM’s processes and controls over financial reporting and other financial management areas.

5 business days M

SLA-01-02: Financial Operations

SLA-01-02-01 The contractor will support with Payment processing –

Intragovernmental Payments:

Record intragovernmental invoices; Route invoices for approval by appropriate party; Provide payment information to execute intragovernmental funds transfers; Confirm payments were settled properly;

Record payment adjustments; Includes processing payments for incurred expenses and payments in advance

Within 2 business days of receipt

S

SLA-01-02-02 The contractor will support with Payment Processing –

Payroll Payments:

Record payroll payments generated by payroll service provider; Reconcile payroll service information with financial management information; Record payment adjustments as required

Within 2 business days of receipt

S

SLA-01-02-03 The contractor will support with Payment Processing -

Other Payments (Direct Disbursement Payments)

Record invoices; Match invoice, order, and receiving report (as appropriate); Route invoices for approval by appropriate party; Generate payment transactions;

Resolve invoice and payment issues within 10 business days; Record payment adjustments within 2 business days of receipt

S

SLA-01-02-04 The contractor will support with Interagency Agreement

Processing within 2 business days of receipt

S

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Situational

Establish and maintain Federal and non-Federal payer information;

Review financial information on Interagency Agreements

(IAA) for consistency with policy and recommend for approval; Does not include reimbursable agreement negotiations between trading partners of general terms, conditions, and order details

SLA-01-02-05 The contractor will support with Reimbursable Invoicing:

Generate invoices and customer account statements;

Includes applying cost information when generating invoices within 2 business days of creation

S

SLA-01-02-06 The contractor will support with Reimbursable Receipt

Processing:

Monitor/confirm funds were transferred from Federal agency trading partners; Receive and reconcile payment information from Treasury and deposits; Match collections to invoices; Includes processing advance payments within 2 business days of creation

S

SLA-01-02-07 The contractor will support with Reimbursable

Reconciliation:

Reconcile reimbursable activity on the orders; Resolve reconciliation issues; Work with trading partner to resolve unsettled invoices; Apply credit memos and adjustments within 5 business days of request

S

SLA-01-02-08 The contractor will support with Reimbursable Closeout:

Review orders' financial status to confirm final costs were accumulated and invoiced; Recommend approval or disapproval to close orders within 5 business days of request

S

SLA-01-02-09 The contractor will support with Customer Set-up and

Maintenance:

within 5 business days of request

S

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Situational

Establish and maintain Federal and non-Federal customer information

SLA-01-02-10 The contractor will support with General Ledger Posting:

Receive general ledger account transaction information provided by supporting financial management operations; propose and prepare general ledger proprietary, budgetary, and memorandum account transactions for manual journal vouchers, adjustments to the general ledger, corrections to individual and aggregated transactions from sub-ledgers, and transactions funded, obligated, or expended over multiple years to general ledger accounts that do not close in accordance with USSGL

Monthly: within

2 business days

S

SLA-01-02-11 The contractor will support with reconciliation with

Treasury Balance and Sub-Ledgers:

Reconcile general ledger account relationships (e.g. GL

Checklist and tie-points); Verify general ledger account balances can be traced to aggregated or discrete agency transactions and aggregated or discrete agency transactions can be traced to the point of origination and source documents; Identify and propose corrections;

90% of all FBWT Differences should be less than 30 days old.

Monthly: 2 business days prior to EOM and daily 10 business days after EOM

M

SLA-01-02-12 The contractor shall prepare financial statement and general ledger analysis including fluctuation analysis and provide explanations for variances or abnormal activity as assigned.

Quarterly:

within 1 business day after final balances generated

M

SLA-01-02-13 The contractor will support with reconciliation of

Intragovernmental Activity:

Manage intragovernmental suspense activity; Reconcile intragovernmental activity transactions; Resolve issues;

Record adjustments; Includes nonexpenditure transfer transactions

Quarterly M

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Situational

SLA-01-02-14 The contractor will support with reconciliation of Treasury

Balance:

Record Treasury's general ledger account balance and transaction data for the agency; Prepare general ledger account, disbursement, and deposit reconciliation worksheets; Review and reconcile fund activity and balances and propose adjustments; Includes reconciliation of fund balance, general ledger accounts, disbursements, and deposits with Treasury

Monthly: NLT 7 business days after EOM

S

SLA-01-02-15 The contractor will monitor accounting email boxes daily and respond to customer’s questions and issues.

1-3 business days

S

SLA-02: Other Financial Services

SLA-02-01: Other Financial Services

SLA-02-01-01 The contractor will produce white papers, decision memos, draft correspondence, and the like on financial management issues.

3 business days M

SLA-02-01-02 The contractor will interpret new or revised accounting and financial management requirements, guidance, standards, and initiatives, including relevance to and implementation at NSF.

5 business days M

SLA-02-01-03 The contractor will support information and analytics regarding DFM’s financial management responsibilities.

As defined M

SLA-02-01-04 The contractor will support program management services, advice, assessments, reports, and tracking.

As defined M

SLA-02-01-05 The contractor will support DFM with technical expertise in financial and grant financial management operations, systems, and data.

As defined M

SLA-02-01-06 The contractor will support management interactions with regulatory and authoritative organizations, such as

Treasury, the Office of Management and Budget, and the

Federal Accounting Standards Advisory Board.

As defined M

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Situational

SLA-02-01-07 The contractor will provide project management support in all phases of project management related to financial reporting, operations and financial systems implementation. Project management support functions include:

Planning and Executing o Develop project plan which can include: Work

Breakdown Structure with assigned resources, set schedules, document change request process, outline escalation plan, and gather estimates.

o Create and utilize the communication plan.

o Provide status updates which may take different forms depending upon the needs of the project but can include:

lead steering committee meetings and send email updates to stakeholders as required.

o Work with stakeholders to track and resolve any project issues.

o Develop, schedule, and set expectations around sign-off for testing, quality assurance, and roll-out.

o Work with project team through stabilization period.

Closure o Ensure all project requirements are met and/or addressed.

o Gain final acceptance.

o Transition documentation, tasks, and product to appropriate owners or support team.

o Facilitate lessons learned.

Requirements Analysis:

(e.g., functional requirements, technical requirements, capacity planning, fit-gap analysis)

As defined M

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Situational

Business Process Management:

(e.g. business process reengineering, developing and maintaining SOPs, developing and facilitating training for new and recurring business processes)

Req ID # Performance Requirement

(desired outcomes)

Standard

(Unit of measure)

Performan ce

Threshold

Method of

Surveillance

SLA-03: Financial Systems Support

SLA-03-01: Financial Systems Support and Analysis

SLA-03-01-01 All security incidents will be reported to

NSF as soon as possible but no more than one hour after detection.

System Reporting tool acknowledges an automated alarm, customer-generated ticket, phone call, or consulting issue.

Number of hours after detection.

All security incidents will be reported to NSF as soon as possible but no more than one hour after detection.

Provide monthly incident reports.

100%

Inspection by

COR for timeliness.

SLA-03-01-02 End user inquiries and issues will be responded to within the following amounts of time and all the ServiceNow tickets are tracked and responded to in a timely manner:

Critical/High – 4 to 8 business hours

Medium/Low – 16-24 business hours

Amount of time after inquiry is reported

95% of inquiries are responded to within the outlined amount of time.

Inquiries response times, answer times and status updates-creates inquiry reports that tract actions with time stamps.

These are measured against the thresholds.

Provide monthly operations

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(desired outcomes)

Standard (Unit of measure)

Performan ce

Threshold

Method of

Surveillance report.

COR for timeliness.

SLA-03-01-03 Support financial systems operations to include set up of new vendors in an

Oracle R 12.2 based financial system.

Number of hours after request is submitted

1 calendar day deviation from standard set in agreed upon schedule.

Request response times, answer times and status updates. These are measured against the time thresholds.

Provide monthly

COR for timeliness.

SLA-03-01-04 Provide timely resolutions for DATA ACT reporting and issues.

Monthly 3 calendar day deviation from standard set in agreed upon schedule.

100%

Inspection by

COR for timeliness.

SLA-03-01-05 Update the user guides and training materials as enhancements, revisions, and updates are made.

Monthly and/or iTRAK release schedule

100% maintained each month after the completion of system releases

100%

Inspection by

COR for timeliness.

SLA-03-01-06 Support the annual financial statement audit by exporting and compiling financial data, financial assistance award data, travel, and other administrative data

Monthly 100% maintained each month and issues

Provide monthly

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(desired outcomes)

Standard (Unit of measure)

Performan ce

Threshold

Method of

Surveillance from the financial and business systems and ensure all issues are resolved in accordance with issue resolution described in performance objective #2.

resolved in accordance with issue resolution describe in performance objective #7.

100%

Inspection by

COR for timeliness.

SLA-03-01-07 Produce project deliverables such as white papers, decision memos, draft correspondence, and user communication in a timely manner:

Initial meeting minutes – 1 business day

Initial draft – 3 business day

Per project schedule 1 calendar day deviation from standard set in agreed upon schedule.

Provide monthly

COR for timeliness.

SLA-03-01-08 Maintain an acceptable percentage of successfully processed RPA batch jobs.

Daily 98% successfully processed batch jobs.

Provide monthly

COR for timeliness.