Draft OFA UFMS and Hyperion Services PWS.pdf

INDIAN HEALTH SERVICE

PERFORMANCE WORK STATEMENT

UFMS HYPERION Operations Support

Services

Table of Contents

1.0 BACKGROUND

2.0 PURPOSE AND SCOPE

3.0 SUPPORT REQUIREMENTS

3.1 OPERATIONS AND MAINTENANCE SUPPORT

3.1.1 UFMS MODULE SUPPORT

3.1.2 GENERAL LEDGER (GL) AND FINANCIAL REPORTING

3.1.3 iProcurement

3.1.4 FBIS 7

3.1.5 HYPERION

3.1.6 USER PROVISIONING

3.1.7 RECONCILIATION

3.1.8 HELP DESK SUPPORT

3.1.9 UFMS TRAINING

3.1.10 CHANGE MANAGEMENT, IMPACT ANALYSIS AND TESTING

3.1.11 SYSTEM INTEGRITY MONITORING

3.1.12 PERIOD END PROCESING AND FINANCIAL REPORTING SUPPORT

3.1.13 AUDIT READINESS, INTERNAL CONTROLS and CFO AUDIT SUPPORT

3.2.1 SPECIAL PROJECTS AND INITIATIVES

4.0 KNOWLEDGE TRANSFER

5.1 STAFFING REQUIREMENTS

5.1.2 KEY PERSONNEL

5.1.3 SUBSTITUTION OR DIVERSION OF KEY PERSONNEL

7.0 DELIVERABLES

7.1 DELIVERABLE SCHEDULE

7.2 MONTHLY PROGRESS REPORT

7.3 PERIOD OF PERFORMANCE

8.0 SECURITY REQUIREMENTS

8.1 PERSONNEL SECURITY REQUIREMENTS

8.2 POLICY FOR A COMMON IDENTIFICATION STANDARD FOR CONTRACTORS

8.3 DOCUMENTATION

9.0 PHASE IN/PHASE OUT PERIOD

9.1 PHASE-IN PERIOD

9.2 PHASE-IN OBSERVATION

8.3 PHASE-OUT PERIOD

8.4 PHASE-OUT OBSERVATION

8.5 CONTRACTOR CO-ORDINATION

8.6 COSTS 34

8.0 CONTRACT KICK-OFF MEETING

1.0 BACKGROUND

IHS is the principal federal health care provider and health advocate for the Indian people, with the mission of raising the physical, mental, social, and spiritual health of American Indians and

Alaska Natives to the highest level. IHS provides a comprehensive health service delivery system for approximately 2.6 million American Indians and Alaska Natives who belong to 574 federally recognized tribes in 37 states. The Indian Health Service (IHS) is the principal Federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 574 Federally recognized

Tribes in 37 states. IHS has 12 Area Offices and 10 Accounting Offices across the United

States. These offices support the extensive health care delivery network and provide managerial, financial and administrative support to the hospitals, clinics and health centers. All work under this contract shall be performed in direct support of the IHS Office of Finance, and Accounting

(OFA), Division of Acquisition Policy (DAP), and Area Offices (including their respective facilities) within the IHS.

2.0 PURPOSE AND SCOPE

The purpose of this contract is to provide the operations and maintenance (O&M) support which includes technical, functional and business operations support. This requires functional and technical expertise in Health and Human Services (HHS)’s Unified Financial Management

System (UFMS)/Oracle Federal Financials Release 12.2.14, Oracle Hyperion 11.2.14, FBIS, Hyperion, Reporting in Qliksense and Qlikview, Consolidated Financial Reporting System

(CFRS), Government wide Treasury Account Symbol Adjusted Trial Balance System (GTAS), Central Accounting and Reporting System (CARS), IPP, G-invoicing as well as audit compliance.

The scope of this contract is to provide comprehensive on-site business operations support for the organizations, applications, and business processes identified in this Performance Work

Statement (PWS). The Contractor shall provide the personnel, technical expertise, and management capabilities necessary to ensure the continued operation, maintenance, and support of the Indian Health Service (IHS) financial management environment and associated business processes.

The Contractor shall furnish personnel with the breadth and depth of functional and technical expertise required to support multiple modules and business functions within the Unified

Financial Management System (UFMS), Oracle Hyperion, and the Financial Business

Intelligence System (FBIS). Personnel shall possess the knowledge and experience necessary to perform cross-functional support activities, troubleshoot system and business process issues, and implement solutions that promote operational continuity and mission effectiveness.

The Contractor shall apply industry best practices, proven methodologies, lessons learned from comparable Federal and commercial engagements, and sound project and risk management principles in the performance of all contract requirements. The Contractor shall proactively identify, assess, mitigate, and communicate risks that may affect cost, schedule, performance, or mission operations.

To ensure continuity of operations and minimize disruption to IHS mission activities, the

Contractor may be required to complete a transition-in period of up to thirty (30) calendar days following contract award. During this period, the Contractor shall assume responsibility for

UFMS support services, establish operational readiness, facilitate knowledge transfer, and implement a transition plan approved by the Government to ensure uninterrupted service delivery.

3.0 SUPPORT REQUIREMENTS

3.1 OPERATIONS AND MAINTENANCE SUPPORT

To support the successful daily processing of financial transactions, the Contractor shall provide functional, technical, and business operations support services. Contractor personnel shall possess in-depth knowledge of Oracle U.S. Federal Financials, Hyperion, and the Financial

Business Intelligence System (FBIS), and Qlik.

UFMS and business operations support services are centralized through the Indian Health

Service (IHS), where Contractor personnel supplement Federal resources to provide UFMS business operations support and resolve technical and functional issues. This includes providing support to IHS Area Offices and other customers located throughout the United States.

Contractor resources shall support the Office of Finance and Accounting (OFA), Division of

Systems Review and Procedures (DSRP). To ensure successful service delivery and optimize resource efficiency, IHS expects functional and technical personnel to possess cross-functional and cross-module experience with UFMS and Oracle applications.

The Contractor shall have the capability to support all IHS financial systems modules, Federal financial reporting, end-user reporting and data analytics, user training, and the agency's budgeting and budget execution environment. The Contractor shall also possess the knowledge and expertise necessary to understand the IHS organizational structure and its associated business processes, operating environment, network, and infrastructure.

Operations and Maintenance (O&M) support requires the Contractor to execute established change management processes for system configurations, code changes and enhancements, new interfaces and modifications to existing interfaces, testing, and quality assurance activities for

UFMS, Hyperion, FBIS, and User Provisioning. This includes support for system change requests, incident requests, and service requests, ensuring all request types follow established change and release management processes, procedures, and protocols. The Contractor shall coordinate activities with the Indian Health Service (IHS) and the HHS Division of Systems

Operations and Maintenance (DSOM) to ensure appropriate processes, procedures, and controls are implemented and maintained in accordance with applicable policies, regulations, guidance, best practices, and other legal and regulatory requirements.

The Contractor shall provide after-hours support, as required, to address operational issues.

3.1.1 UFMS MODULE SUPPORT

The Contractor shall provide technical, functional, and business operations support for all

Unified Financial Management System (UFMS) modules, including Budget Execution, iProcurement, Purchasing, Accounts Payable, Accounts Receivable, Project Accounting, Fixed

Assets, and General Ledger.

The Contractor shall demonstrate expertise in the Indian Health Service (IHS) Budget and

Accounting Classification Structure (BACS) and IHS financial management business processes.

Support shall include, but is not limited to, the management of Undelivered Orders (UDOs);

compliance with Title I and Title V requirements; G-Batch processing; invoice and payment processing; accounts receivable reconciliation; debt management; Electronic Payment Account

(EPA) processing; buyback transactions; G-Invoicing; the Central Accounting Reporting System

(CARS); and the Intra-governmental Payment and Collection (IPAC) process. The Contractor shall perform these activities in accordance with applicable Federal laws and regulations, Department of Health and Human Services (HHS) policies, U.S. Department of the Treasury requirements, and established IHS financial management procedures.

3.1.2 GENERAL LEDGER (GL) AND FINANCIAL REPORTING

In addition to the support requirements identified under UFMS Base Support, the Contractor shall provide enhanced General Ledger (GL) and financial reporting support to ensure the accuracy and integrity of financial transactions and reporting. Support shall include technical expertise in system configuration, database query development and analysis (e.g., TOAD), testing of new processes and system enhancements, and troubleshooting of system and transaction processing issues.

The Contractor shall provide functional support for General Ledger operations, including coordination with IHS Headquarters, Area Offices, external stakeholders, Federal subject matter experts, and other UFMS module leads. Responsibilities shall include reviewing and preparing journal entries, maintaining accounting configurations and codes within UFMS, and ensuring compliance with the HHS Accounting Treatment Manual and other applicable Federal financial management requirements.

The Contractor shall develop, maintain, and update process documentation, including standard operating procedures, job aids, and process flows, to support knowledge management, user guidance, and consistent business operations.

The Contractor shall support monthly, quarterly, and year-end financial close activities by performing detailed analyses of General Ledger activity, validating the accuracy and completeness of financial data, identifying and resolving discrepancies, and ensuring timely and accurate financial reporting. Support shall include preparation, reconciliation, validation, and submission of required financial reports and data, including, but not limited to, Monthly

Subledger-to-General Ledger reconciliations, the Centralized Financial Reporting System

(CFRS), Governmentwide Treasury Account Symbol Adjusted Trial Balance System (GTAS), the Central Accounting Reporting System (CARS), and activities supporting financial audits and

OMB Circular A-123 internal control requirements.

Between reporting cycles, the Contractor shall continuously monitor General Ledger activity and financial reporting processes to identify, investigate, and resolve potential issues proactively, minimizing risk and ensuring the integrity of financial reporting during critical reporting periods.

The Contractor shall provide support for General Ledger and financial reporting activities, including, but not limited to:

Supporting month-end close activities.

Assisting with the resolution of Governmentwide Treasury Account Symbol Adjusted Trial

Balance System (GTAS) edit checks and reporting requirements.

Assisting with the resolution of Centralized Financial Reporting System (CFRS) edit checks and reporting requirements.

Assisting with the resolution of Intra-departmental Delegation of Authority (IDDA) edit checks and reporting requirements.

Supporting quarter-end close activities, including preparation of the Statement of Net Cost

(SNC).

Supporting monthly and quarterly DATA Act reporting activities.

Supporting the preparation for and execution of year-end financial close and the reopening of the

Unified Financial Management System (UFMS).

Supporting implementation of Department of Health and Human Services (HHS) and U.S.

Department of the Treasury financial management initiatives affecting the Indian Health Service

(IHS).

Developing, maintaining, and enhancing Qlik Sense dashboards and visualizations to support financial operations, reporting, and management decision-making.

3.1.3 iProcurement iProcurement (iP) – The iProcurement (iP) module within UFMS is a self-service web application that enables users to create and submit requisitions for the acquisition of goods and services while supporting commitment accounting.

iProcurement Support requires ongoing coordination between the Division of Acquisition

Policy (DAP) and the Office of Finance and Accounting (OFA) to ensure requisitions, contracts, and purchase orders are processed accurately and within required timeframes. Because iProcurement supports a broad user base across IHS, it has a greater potential for processing delays and transaction errors than many other UFMS modules.

To minimize these risks, comprehensive user training, technical troubleshooting, and timely resolution of help desk tickets are essential. IHS will continue to provide users with guidance on common issues, proper processing procedures, and appropriate actions for a variety of procurement scenarios.

In addition, the contractor must work closely with Acquisition officials to support the timely release, award, and recording of contracts within UFMS. Specialized reports and dashboards are used to monitor contract activity, facilitate the timely closeout of contracts with expiring or canceled funding, and support year-end budget execution by ensuring contracts and purchase orders are awarded and recorded in accordance with established fiscal year-end procedures.

The Contractor shall:

• Provide support to Federal staff in the planning, coordination, and delivery of procurement-related training activities.

• Assist Federal staff with month-end and fiscal year-end procurement and financial processing activities to ensure timely and accurate completion.

• Support Federal staff in meeting procurement reporting requirements by preparing, validating, and analyzing required reports.

• Assist Federal staff in monitoring purchasing and contracting activities to promote compliance, identify potential issues, and support effective acquisition management.

3.1.4 FBIS

FBIS is the reporting solution provided by HHS. In order to support the solution, the following activities shall be performed by the Contractor:

• Provide functional expertise in the Financial Business Intelligence System (FBIS) to support reporting requirements for the IHS user community.

• Implement and maintain FBIS Answers reports for users across IHS.

• Support the testing, validation, and reconciliation of FBIS reports during implementation and ensure all reports identified for migration are successfully deployed.

• Ensure that all reports developed during the migration and deployment period are either implemented or scheduled for deployment before the production go-live date.

• Adhere to established FBIS change management policies and procedures for the development, testing, and deployment of reporting solutions.

• Provide orientation and knowledge transfer to the Oklahoma Help Desk staff to establish a coordinated approach for supporting FBIS users.

• Identify training requirements related to FBIS and develop or support the delivery of appropriate training materials and user guidance.

• Monitor, track, and report project plan activities to support the successful implementation and ongoing operation of FBIS within IHS.

• In collaboration with the Government, support performance testing and validation to ensure the FBIS production environment meets IHS operational and user requirements prior to onboarding users.

• Assist Federal staff with the generation, validation, and distribution of Control

Monitoring Dashboard (CMD) reports.

3.1.5 HYPERION

IHS uses the Hyperion application to develop, manage, and monitor operating plans, spending plans, and budget data files that are uploaded to UFMS to automatically generate budget entries and funding adjustments. Implemented across the organization, Hyperion enables users at multiple organizational levels to develop, maintain, update, and track operating and spending plans throughout the budget execution lifecycle.

The application applies predefined configurations and calculations to generate budget distributions for upload into UFMS. It also interfaces with UFMS to import baseline budget data, monitor budget execution against approved operating plans, and provide salary reporting capabilities. To enhance salary forecasting and workforce planning, IHS integrates data from the

Accounting for Pay System (AFPS), enabling comprehensive salary analysis, forecasting, and projection. Hyperion supports ongoing budget management by providing the tools needed to monitor funding allocations, process operating plan revisions, analyze variances, and ensure financial resources are aligned with organizational priorities throughout the fiscal year.

• Support the operational Hyperion environment by assisting end users with system functionality, troubleshooting application and interface issues, resolving data exchange problems, and performing routine data integrity validations.

• Provide technical expertise in the administration, hosting, security, and maintenance of the Hyperion environment to ensure system availability, performance, and continuity of operations.

• Configure and maintain the Hyperion application; develop system enhancements and new functionality; create reports using Smart View; develop dashboards using Qlik Sense and

QlikView; and provide end-user training. Support these activities through technical expertise in Hyperion administration, infrastructure, cybersecurity, system monitoring, and IT Risk and Compliance documentation.

• Maintain and administer the Hyperion change management process for system enhancements, software updates, upgrades, patches, and routine maintenance activities.

• Develop ad hoc queries, data extracts, and reports, and collaborate with Budget

Execution staff and program offices to design and implement new reporting capabilities as business requirements evolve.

• Coordinate with system support personnel to investigate, troubleshoot, and resolve application issues, identify root causes, and implement permanent corrective actions.

• Support Federal staff in the development and delivery of instructor-led and virtual training to promote effective use of the Hyperion application and associated business processes.

• Support Federal staff in resolving Help Desk tickets escalated from the enterprise service desk that involve the Hyperion application, system interfaces, or data generated by the application.

• Perform and support fiscal year-end and new fiscal year initialization activities, including operating plan rollovers, budget execution cycle setup, system configuration updates, and validation of data interfaces to ensure the application remains fully operational and supports the timely processing of budget and financial information.

3.1.6 USER PROVISIONING

The UFMS User Provisioning Access (UPA) solution automates the process for provisioning user access to the Unified Financial Management System (UFMS). The application provides a standardized, secure, and auditable workflow for requesting, reviewing, approving, and managing UFMS user access across all organizational entities within IHS. By streamlining the provisioning process, the UPA solution helps ensure consistent application of access controls, supports compliance with security requirements, and enhances accountability through comprehensive audit tracking.To support the UPA efforts, the Contractor shall support some of the key activities below:

Respond to User Provisioning Access (UPA) support tickets, address ad hoc user inquiries, and update training materials to support Help Desk operations and user provisioning activities.

Develop, maintain, and provide job aids, reference guides, configuration documentation, and end-user training materials to support the UFMS user provisioning process and promote the consistent and accurate administration of user access.

Support the periodic user access recertification process for UFMS and Treasury applications by coordinating with system owners and business officials to validate user accounts, verify assigned roles and job functions, document certification results, and assist in the timely modification or removal of access to ensure compliance with Federal security policies and segregation of duties requirements.

Assist Federal staff with monitoring user roles, permissions, and organizational assignments to ensure access remains appropriate to each user's current job responsibilities and complies with established security and internal control requirements.

3.1.7 RECONCILIATION

The IHS financial management environment includes numerous interfaced financial and feeder systems, making timely and accurate reconciliations essential to maintaining the integrity of financial data and ensuring compliance with Federal financial management requirements.

Reconciliation activities support the validation of financial transactions, identification and resolution of discrepancies, and accuracy of period-end financial reporting across key financial processes, including suspense accounts, accounts receivable, cash, Fund Balance with Treasury

(FBWT), and other critical general ledger accounts.

In addition to routine reconciliation activities, IHS must implement new or revised reconciliation requirements as directed by the Department of Health and Human Services (HHS), the U.S.

Department of the Treasury, the Office of Management and Budget (OMB), and other applicable regulatory authorities. A primary requirement is compliance with HHS Policy PM-2008-4, Financial Reconciliations Interim Policy, which establishes standards for performing, documenting, reviewing, and resolving financial reconciliations.

The reconciliation function also includes monitoring system interfaces, performing data quality and integrity checks, validating financial reporting, and identifying transactions that require correction to ensure accurate period-end balances. These activities support effective internal controls, strengthen financial reporting, and promote compliance with applicable Federal financial management policies and standards. Key reconciliation support activities include, but are not limited to, the following:

• The Contractor shall support the preparation, execution, validation, documentation, and resolution of monthly and quarterly subledger-to-general ledger reconciliations to ensure the completeness, accuracy, and integrity of financial data and compliance with applicable Federal financial management policies and internal control requirements.

• Reconciliation support shall include identifying and researching variances;

analyzing and resolving unreconciled items; coordinating with system owners and business process owners to resolve discrepancies; preparing adjusting entries, when authorized by the Government; documenting reconciliation results and corrective actions; monitoring aging and outstanding reconciliation items; validating interface transactions between feeder systems and UFMS; maintaining supporting documentation; and preparing reconciliation reports, metrics, and status updates for management.

• The Contractor shall also support the implementation of new reconciliation requirements, assist with audit requests, and recommend process improvements that strengthen internal controls and improve the timeliness and accuracy of financial reporting.

3.1.8 HELP DESK SUPPORT

UFMS user support is provided through a tiered support model. The first level of support is the

IHS Enterprise Help Desk in Oklahoma, which provides front-line assistance for routine user requests, including system navigation, user provisioning, dissemination of IHS-wide UFMS communications, ticket intake and routing, password and access-related issues, and other inquiries that do not require advanced functional or technical expertise.

The second level of support is provided by the designated Federal UFMS module or application leads, who evaluate escalated issues, coordinate with users, and work collaboratively with the

Contractor to resolve functional and business process questions. The support provided by the

Contractor, who serves as the primary source of advanced functional and technical expertise. The

Contractor shall analyze and resolve complex system, interface, configuration, reporting, and data-related issues; perform root cause analysis; coordinate with Federal staff and external support organizations as necessary; document resolutions; recommend corrective actions and process improvements; and provide technical guidance to ensure the timely resolution of incidents and the continued effective operation of UFMS and its integrated applications.

To support this role, the following activities shall be supported by the Contractor:

• Collaborate with Federal counterparts to analyze and troubleshoot issues, providing customers with timely, accurate information that supports effective issue resolution.

• Coordinate with Federal staff and customers as needed to ensure issues are resolved promptly and to the customer's satisfaction.

• Meet periodically with Federal staff and the Help Desk to review and update Frequently

Asked Questions (FAQs) and other support materials that enhance customer service provided by the Oklahoma Help Desk.

• Conduct weekly status meetings to review all open tickets, discuss progress, and identify anticipated resolution dates.

• Prepare and deliver semiannual lessons learned reports that evaluate Level 2 and Level 3 tickets (within DSRP), identify trends, and recommend process improvements to enhance the ticketing system.

• Facilitate monthly collaborative meetings with Federal and Contractor staff (within

DSRP) to review ongoing initiatives, discuss open issues, and identify opportunities for continuous improvement.

3.1.9 UFMS TRAINING

• Provide training on UFMS modules, Hyperion, FBIS, and new HHS initiatives as required to ensure users are knowledgeable and proficient in system functionality.

• Develop, update, and maintain training materials for existing UFMS modules, Hyperion, FBIS, and other related applications as needed.

• Provide planning, facilitation, and instructional support for IHS workshops, conferences, and other training events, including the development of presentation and training materials.

• Maintain and regularly update all training materials and related resources on the designated SharePoint site to ensure users have access to current information.

• Deliver ad hoc training sessions and user support for FBIS reports and related reporting tools as requested.

3.1.10 CHANGE MANAGEMENT, IMPACT ANALYSIS AND TESTING

The Unified Financial Management System (UFMS) is continuously evolving through system enhancements, software updates, and business process changes that affect both enterprise-wide and Operating Division (OPDIV)-specific functionality.

The Contractor shall provide comprehensive change management support to ensure the Indian Health Service (IHS) fully understands the operational impacts of planned changes, validates system functionality, and minimizes disruption to business operations. Personnel performing these activities shall possess the functional and technical expertise necessary to evaluate UFMS configurations, customizations, and

OPDIV-specific enhancements.

• Perform technical and functional impact analyses for all proposed UFMS changes, enhancements, and releases to identify impacts on IHS business processes, system functionality, interfaces, reports, and OPDIV-specific customizations.

• Maintain and update all technical, functional, and operational documentation to reflect approved system changes. Ensure compliance with the DSOM Change

Management process by preparing and submitting all required documentation, completing quality assurance reviews, validating code and configuration changes, and meeting established DSOM release schedules and implementation deadlines.

• Collaborate with Federal staff to evaluate proposed changes, determine testing requirements, develop comprehensive test strategies, and execute functional, regression, integration, user acceptance, and OPDIV-specific testing to verify that all changes perform as intended and do not adversely affect existing functionality.

• Develop, maintain, and update OPDIV-specific test scenarios, scripts, and validation procedures to ensure custom configurations and business processes are fully evaluated prior to production deployment.

• Coordinate change management activities with Federal stakeholders, DSOM personnel, Operations and Maintenance (O&M) teams, the UFMS Program Office, Oracle consultants, hosting providers, and other stakeholders to ensure implementation schedules, testing activities, release milestones, and deployment timelines remain aligned.

• Conduct recurring internal change management meetings to review the status of pending enhancements, defects, testing activities, and implementation schedules, and provide weekly status reports identifying open items, risks, dependencies, and anticipated completion dates.

• Perform research, analysis, and technical troubleshooting to identify the root cause of incidents, defects, and service requests, and support timely resolution in accordance with Federal Enterprise Service Management (FESM) processes, procedures, and service-level expectations.

• Develop and distribute user communications, release notes, and other change management materials for significant system enhancements that affect business processes, user responsibilities, or system functionality, including identifying training needs and supporting user readiness activities when required.

3.1.11 SYSTEM INTEGRITY MONITORING

IHS relies on the seamless integration of multiple financial and feeder systems to ensure the completeness, accuracy, and timeliness of financial data. The Contractor shall support the validation and monitoring of system interfaces to ensure transactions are transmitted, processed, and posted accurately between source systems, subsidiary ledgers, and the general ledger. This includes identifying and resolving interface failures, data discrepancies, reconciliation exceptions, and processing delays to maintain data integrity, ensure financial accuracy, and support reliable financial reporting. The table below represents the current list of IHS specific and global interfaces.

IHS Interfaces

IHS

Interfaces

Description High/Moderate/Low Inbound/Outbound

Connection

CHS/MIS

OHI

Contract Health

Services

Management

Information

System

High

Inbound

FI Fiscal

Intermediary

High Inbound / Outbound

FRS Financial

Reporting

System

High

Outbound

STARS Project Extract

Program

High Outbound

HBP Hyperion Budget

Planning

Moderate Inbound / Outbound

RPMS Resource &

Patient

Management

System

High

Inbound

CPA/PATH Cerner Patient

Accounting

High Inbound

SS Scholarship

System

Moderate Inbound

Global Interfaces

Global

Interfaces

Description High/Moderate/Low Inbound/Outbound

Connection

GATES Grants

Solutions

High Inbound / Outbound

CFRS Consolidated

Financial

Reporting

System –

Healthcare

Integrate

High

General

Ledger

Accounting

System

EHRP /

EHCM

Enterprise

Human

Capital

Management

High

Inbound

CARS Central

Accounting

Reporting

System

High

Outbound

GTAS Government-wide

Treasury

Account

Symbol

Adjusted

Trial Balance

System

High

Outbound

IPAC / G-

invoicing

Intra-

Governmental

Payment and

Collection

High

Inbound/Outbound

IPP US Treasury

Invoice

Processing

Platform

High

Inbound

SAM SAM High Inbound

CITI Purchase

Card

Title I/Title

V

Title I, Title

V ISDEAA

Interface

The Contractor shall perform system integration and operational monitoring activities to ensure the reliable, accurate, and timely processing of financial transactions across UFMS and all integrated source systems. The Contractor shall support the integrity of system interfaces, monitor transaction processing, identify and resolve processing issues, and ensure data is accurately transmitted and posted to subsidiary ledgers and the general ledger.

The Contractor shall:

• Support the implementation, maintenance, and operational monitoring of new and existing IHS-specific and enterprise interfaces, including but not limited to Title I, Title V, Loan Repayment Program (LRP), and other interfaces developed or maintained by DSOM.

• Monitor system integrations and interface processing to ensure transactions are transmitted, received, processed, and posted accurately and in accordance with established business and financial requirements.

• Perform routine system integrity validations to verify the completeness, accuracy, and timeliness of financial data across integrated systems. Activities shall include daily, monthly, quarterly, and annual monitoring, reconciliation, and validation efforts in coordination with UFMS functional users, technical teams, and Federal staff.

• Support the reconciliation of data between UFMS and interfacing source systems by identifying, documenting, researching, and validating discrepancies between subsidiary ledgers and the general ledger. Escalate confirmed issues to the appropriate Federal Technical Lead or Federal Team Lead and assist in tracking issues through resolution.

• Monitor interface processing and error conditions on a daily basis, investigate transaction failures and data discrepancies, document findings, validate root causes, and coordinate corrective actions with Federal staff and technical support teams.

• Review interface logs, system monitoring tools, and error-handling reports to identify processing failures, performance issues, and integration exceptions. Coordinate with the Federal Technical Lead, Project Lead, DSOM, and other stakeholders to evaluate technical impacts and implement corrective actions.

• Prepare and deliver recurring operational reports that summarize system health, interface performance, transaction processing status, reconciliation results, open issues, error trends, dashboard metrics, and project status.

• Coordinate with DSOM and other support organizations to manage incidents, service requests, and change requests affecting system integrations and interface operations.

Monitor each request through resolution and verify that corrective actions are successfully implemented and documented.

• Maintain documentation of interface configurations, operational procedures, issue resolution activities, and lessons learned to support system reliability, knowledge transfer, and continuous process improvement.

3.1.12 PERIOD END PROCESING AND FINANCIAL REPORTING SUPPORT

The Indian Health Service (IHS) requires timely and accurate execution of monthly, quarterly, and fiscal year-end financial processing to ensure the integrity of financial data, compliance with Federal reporting requirements, and successful completion of period-end close activities. The Contractor shall provide functional and technical support for period-end processing, financial reconciliations, system validations, and the preparation of required financial reports and extracts.

• Monitor daily general ledger (GL) transaction processing and investigate posting errors, processing exceptions, and reconciliation discrepancies to ensure the accuracy and completeness of financial data.

• Provide functional and technical support for monthly, quarterly, and fiscal year-end close activities, including execution of system processes, validation of financial data, and coordination of period-end activities with Federal staff.

• Support the planning, coordination, and execution of critical fiscal year-end activities by maintaining and updating the IHS year-end project plan, tracking milestones, identifying risks, and assisting with completion of all required year-end tasks.

• Perform period-end reconciliations to verify the accuracy of subsidiary ledger and general ledger balances, identify abnormal or unsupported balances, recommend corrective actions, and assist in the preparation and validation of journal vouchers and other financial adjustments.

• Prepare, validate, and support the submission of Federally required financial reports, system extracts, and financial statements, including but not limited to the

Governmentwide Treasury Account Symbol Adjusted Trial Balance System (GTAS), Consolidated Financial Reporting System (CFRS), IDDA extracts, and other required financial reporting deliverables.

• Assist in validating financial reporting outputs to ensure data completeness, consistency, and compliance with Federal financial management requirements prior to submission.

• Develop and deliver training, documentation, and knowledge transfer activities that enable Federal personnel to independently perform recurring period-end processing, financial reconciliations, and reporting activities.

• Maintain and update standard operating procedures, process documentation, and training materials to support operational continuity, knowledge retention, and the successful transition of recurring responsibilities to Federal staff, as appropriate.

3.1.13 AUDIT READINESS, INTERNAL CONTROLS and CFO AUDIT SUPPORT

The Indian Health Service (IHS) shall maintain compliance with OMB Circular A-123, applicable Federal financial management regulations, Chief Financial Officer (CFO) Act requirements, Government Accountability Office (GAO) standards, Office of Inspector General

(OIG) reviews, HHS oversight requirements, and other Federal audit and compliance mandates.

The Contractor shall provide functional and technical support to assist IHS in maintaining audit readiness, strengthening internal controls, supporting financial statement audits, and responding to audit findings, recommendations, and corrective action activities.

• Provide functional and technical support for CFO financial statement audits, OMB

Circular A-123 assessments, GAO audits, OIG reviews, HHS oversight activities, and other internal or external compliance reviews affecting UFMS and related financial systems.

• Develop, execute, and maintain standard and ad hoc audit queries, reports, reconciliations, and data analyses to support audit requests, financial reporting, internal control testing, and management reviews.

• Research, analyze, and resolve financial system discrepancies, reconciliation exceptions, and data integrity issues identified during audits or compliance assessments, and recommend corrective actions to address root causes and prevent recurrence.

• Support the development, implementation, documentation, and validation of corrective action plans (CAPs) resulting from CFO audits, A-123 assessments, GAO audits, OIG reviews, and other compliance activities. Monitor corrective actions through completion and provide status reporting to Federal staff.

• Maintain documentation of system configurations, configuration changes, business process updates, and baseline configuration items to support audit traceability, change management, and compliance requirements.

• Provide Oracle U.S. Federal Financials and UFMS functional and technical expertise to support audit teams, internal control assessments, financial reporting validations, and compliance reviews.

• Collect, validate, and provide audit evidence, including system screenshots, data extracts, reports, transaction histories, system documentation, configuration records, and other supporting documentation required to satisfy audit and assessment requests.

• Collaborate with Federal staff to evaluate business processes, system configurations, interfaces, and financial operations to identify control weaknesses, compliance risks, and opportunities for process improvements that reduce audit findings and strengthen internal controls.

• Assist in the preparation of audit responses, Requests for Information (RFIs), audit walkthroughs, demonstrations, and supporting documentation required during CFO financial statement audits and other Federal reviews.

• Support the validation of financial reporting, system controls, interface processing, and transaction integrity to ensure compliance with Federal financial management requirements and facilitate successful audit outcomes.

3.2.1 SPECIAL PROJECTS AND INITIATIVES

During the period of performance, the Contractor shall provide functional, technical, and project management support for special projects, enterprise initiatives, and emerging requirements that support the Indian Health Service (IHS) mission and Department of Health and Human Services

(HHS) priorities. These efforts may include financial management modernization, new system implementations, regulatory and policy changes, business process improvements, systems integration, and other strategic initiatives requiring specialized expertise.

• The Contractor shall provide comprehensive support for major Federal financial management initiatives, including the implementation and sustainment of eInvoicing, G-

Invoicing, and other government-wide financial management solutions. Support shall include requirements analysis, business process assessment, systems integration, interface development and validation, configuration support, testing, data validation, user acceptance testing, implementation planning, deployment support, training, documentation, and post-implementation operational support to ensure successful adoption and compliance with Federal and HHS requirements.

• The Contractor shall provide the resources and expertise necessary to support initiatives involving system design, configuration, development, integration, testing, deployment, performance optimization, accessibility compliance, and operational readiness. The

Contractor shall perform impact analyses, troubleshoot technical and functional issues, identify and mitigate implementation risks, and provide timely resolution of issues that may affect project schedules or operational performance.

• For initiatives such as eInvoicing, G-Invoicing, Grants Modernization and other enterprise modernization efforts, the Contractor shall collaborate with IHS, HHS, Treasury, DSOM, and other stakeholders to coordinate implementation activities, validate system interfaces, support data conversion and reconciliation activities, ensure compliance with Federal financial management standards, and facilitate successful deployment with minimal disruption to business operations.

• Certain initiatives may require enhanced support due to their complexity, enterprise-wide impact, regulatory significance, or accelerated implementation timelines. The Contractor shall provide additional resources, technical expertise, project coordination, and status reporting, as required, to ensure the successful execution of these high-priority initiatives while maintaining continuity of ongoing UFMS operations.

4.0 KNOWLEDGE TRANSFER

To promote long-term operational independence and continuity, the Contractor shall provide comprehensive knowledge transfer, training, and workforce development services that enable

Indian Health Service (IHS) personnel to effectively administer, operate, and support the Unified

Financial Management System (UFMS). These activities are critical throughout the period of performance and shall ensure Federal staff develop the functional knowledge and practical skills necessary to perform routine financial management activities with minimal contractor assistance.

Contractor personnel providing knowledge transfer and training shall possess extensive expertise in Oracle U.S. Federal Financials, Federal financial management processes, and the IHS implementation of UFMS, including IHS-specific business processes, accounting requirements, and system configurations. The Contractor shall support the successful transition of operational responsibilities by ensuring Federal personnel are capable of independently executing core

UFMS functions and financial business processes.

The Contractor shall develop, maintain, and execute a Knowledge Transfer and Training Plan that aligns with the IHS training strategy and includes measurable objectives, training schedules, and methods for evaluating user proficiency. IHS and the Contractor shall jointly identify the business processes and competencies that Federal personnel must demonstrate to validate successful knowledge transfer.

• Provide instructor-led, virtual, and hands-on training for UFMS users at all organizational levels, including new user onboarding, role-based instruction, refresher training, workshops, learning labs, webinars, and ad hoc training sessions.

• Train users on entering and processing financial transactions, navigating UFMS functionality, interpreting financial reports, performing basic financial analysis, and executing business processes in accordance with IHS policies and Federal financial management requirements.

• Provide functional support and troubleshooting assistance to users by researching issues, explaining system functionality, and coordinating with application support teams to resolve technical and functional problems.

• Develop, maintain, and update training materials, user guides, standard operating procedures (SOPs), job aids, quick reference guides, online help resources, Frequently

Asked Questions (FAQs), and lessons learned documentation to support continuous learning and user self-sufficiency.

• Assess training effectiveness by identifying knowledge gaps, analyzing user feedback and recurring support issues, and recommending enhancements to training materials and delivery methods.

• Maintain all training documentation and knowledge management resources in designated

IHS repositories, ensuring materials remain current with system enhancements, business process changes, and policy updates.

• Provide structured knowledge transfer to Federal personnel throughout the period of performance and, upon contract completion or transition, support the orderly transfer of operational knowledge, documentation, and procedures to Government personnel or a successor contractor to ensure continuity of operations with minimal disruption.

5.1 STAFFING REQUIREMENTS

The Contractor shall be responsible for providing trained, experienced staff for performing the work ordered under this contract, and for continuously monitoring, managing and controlling the work. The Contractor shall make its best efforts to retain staff members who have gained experience on this contract, and to minimize staff turnover.

The Contractor shall train its own staff to ensure that all personnel are able to perform their duties under each task satisfactorily. This may require staff training in the specific technology area. The Contractor will furnish the Contracting Officer Representative (COR) with formal documentation of the training provided to each labor category under the contract as requested by the COR, including testing tools for determining if individual employees have achieved competence in their labor categories. Except where specifically approved by the COR, training of Contractor staff is not separately billable.

In addition to job-specific or professional training, the Contractor shall ensure its employees on this contract are trained on "contract-specific" issues such as HHS ethics, standards of conduct, individual conflicts of interest, confidentiality requirements, HHS security requirements, the function of reporting, and the importance of quality control and quality assurance. In addition, Contractor managers shall be educated regarding the terms and conditions of the contract.

The Contractor shall provide Labor Types for both professional and technical expertise that fully meet the requirements of all tasks in support of the solutions specified in this PWS, including full life cycle management as applicable, and the analysis, planning, design, specification, implementation, integration and management of required services and equipment.

Expected experience and qualifications for the positions are as follows:

PROJECT MANAGER/OPERATIONS LEAD

Qualifications:

Must possess a bachelor’s degree in Business Administration, Computer Science, Information

Systems, Information Systems Management, Computer Programming, or a related field, with significant coursework in computer systems, applications, and information technology.

The Operations Lead must have a minimum of 10 years of experience supporting complex federal financial management systems, with demonstrated expertise in financial operations, business processes, and enterprise financial systems. Experience supporting IHS financial operations, systems, business processes, and the IHS Unified Financial Management System

(UFMS) environment is highly preferred.

The resource must possess strong functional and technical knowledge of Oracle Financials and associated systems, interfaces, and integrations. Preferred experience includes supporting IHS-specific and Global environments and interfaces, including Title I, Title V, RPMS, PATH/CPA/OCI, PRC, FI interfaces, FRS, eTravel, PCARD, Scholarship, Supplier Interface, G-

Invoicing, and E-Invoicing.

The Operations Lead must demonstrate experience leading and coordinating production operations and operations and maintenance (O&M) activities, including incident and problem resolution, interface processing, reconciliations, releases, testing, reporting, and fiscal year-end activities. The resource must be capable of evaluating cross-system impacts, resolving complex operational issues, managing competing priorities and risks, and coordinating effectively with

IHS business stakeholders, technical teams, and interface partners.

The resource must demonstrate strong leadership, analytical, communication, and stakeholder-management skills and be capable of ensuring continuity of operations, timely resolution of critical issues, and successful execution of IHS operational and program objectives.

Position Description:

The Operations Lead is responsible for providing leadership, coordination, and operational oversight for the Indian Health Service (IHS) Unified Financial Management System (UFMS) and its associated financial systems, interfaces, integrations, and business processes.