DRAFT PWS for Ext RFI.pdf

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology

Chief Financial Officer and Chief Information Officer

Management Support Services Contract

1.0 BACKGROUND

The Department of Veterans Affairs (VA) Office of Information Technology (OI&T) was established through Congressional direction in 2005 as the centralized Information Technology (IT) policy and mission execution organization and is uniquely chartered in Government to lead all facets of acquiring VA IT needs to include policy, requirements, systems development and delivery, operations and maintenance, and resource and asset management (people, systems, facilities, and funding). OI&T is composed of eight major organizational elements/ pillars:

(1) Quality, Performance and Oversight

(2) IT Information Security

(3) Architecture, Strategy and Design

(4) IT Resources Management

(5) Enterprise Program Management Office (EPMO)

(6) IT Operations and Services

(7) Account Management Office (AMO)

(8) Strategic Sourcing

The management of each pillar reports up to the OI&T senior leadership. Each major organizational element within OI&T is responsible for the main functional areas, which include:

• Organizational Design

• Development processes/practices, including Lifecycle Processes for high profile and large IT programs/projects

• Operational/Sustainment Processes/Security

• Alignment with IT and business priorities

• Product Delivery/Testing Environment

• Customer Experience Model

• Stakeholder Engagement Model

• Transformation Planning/Performance and accountability processes/practices

• Transformation Initiatives, Governance, and Extended Compliance Assessment

OI&T provides IT support across VA to ensure that the mission, vision, and strategic objectives of VA’s Agency Priority Goals (APG) are met. VA has a complex and critical mission that serves a population of over 22 million Veterans. VA administers approximately $47 billion in Veterans’ benefits payments by managing one of the world’s largest hospital networks (150 medical centers, 821 Community-Based Outpatient Clinics, 131 National Cemeteries, and 57 Veterans Benefits Administration Regional Offices) that provide care for 8.7 million Veterans annually. VA’s Office of the Assistant Secretary for Information and Technology, Chief Information Officer (CIO) is critical to fulfilling this mission. The Secretary of VA depends on

OI&T and the many Information Management/Information Technology (IM/IT) systems to meet mission goals.

The Office of Information and Technology Resource Management (ITRM) is responsible for planning the management of all IT resources, directing financial and IT asset management, and developing policies and strategic planning activities for VA OI&T acquisitions. IT Budget and Finance (ITBF) is a division under ITRM and is responsible for planning, programming, execution, controlling and accounting for VA’s IT resources. Business processes and corresponding financial services require rigorous data analytics to identify performance metrics and efficiencies to ensure successful and measurable output of dollars spent. ITRM and the CIO require objective, data-driven, transparent analysis to inform strategic investment decisions by the Secretary and Deputy Secretary of VA. VA OI&T, Deputy Chief Information Officer/ITRM (DCIO/ITRM) and CIO have a requirement for support services to meet their office needs mentioned above.

OI&T and the CIO require objective, data-driven, transparent analysis to inform strategic investment decisions by the Secretary and Deputy Secretary of Veterans Affairs. To address this requirement, OI&T is synchronizing its core business processes with the Department’s Planning, Programming, Budgeting, and Execution (PPBE) system. The Contractor shall provide technical support in the conduct of operations research methods and analysis techniques during the programmatic resource integration and analysis phases of PPBE. The operations research analysis will focus on identifying, analyzing, and assessing programmatic resource requirements, prioritization methodologies, trade-offs and options analysis, and the risks associated with those trade-offs and options. The level of support sought requires unique training and skill sets that are not readily available in sufficient numbers within VA.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following as applicable:

1. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

2. Federal Information Processing Standards (FIPS) Publication 140-2, “Security

Requirements For Cryptographic Modules”

3. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 2013

4. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

5. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of

2006, title IX Information Security Matters

6. 10 U.S.C. § 2224, "Defense Information Assurance Program"

7. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

8. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, (http://www1.va.gov/vapubs/)

9. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016

(http://www1.va.gov/vapubs/)

10. VA Directive 6102 (Internet/Intranet Services), July 15, 2008

(http://www1.va.gov/vapubs/)

11. VA Handbook 6102 (Internet/Intranet Services), July 15, 2008

(http://www1.va.gov/vapubs/)

12. Health Insurance Portability and Accountability Act (HIPAA); 45 CFR Part 160, 162, and 164; Health Insurance Reform: Security Standards; Final Rule dated February 20,

13. VHA Handbook 1605.05, Business Associate Agreements, July 22, 2014(http://www.va.gov/vhapublications/)

14. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003 http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www.va.gov/vhapublications/

15. Office of Management and Budget Circular A-130, “Managing Federal Information as a Strategic Resource”, July 28, 2016

16. U.S.C. Section 552a, as amended

17. Title 32 CFR 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”

18. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

19. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. Section § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998

20. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

21. VA Directive 6500, “Managing Information Security Risk: VA Information Security

Program,” September 20, , 2012 (http://www1.va.gov/vapubs/)

22. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier

3: VA Information Security Program,” March 10, 2015 (http://www1.va.gov/vapubs/)

23. VA Handbook 6500.1, “Electronic Media Sanitization,” November 3, 2008

(http://www1.va.gov/vapubs/)

24. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal

Information (SPI)”, July 28, 2016 (http://www1.va.gov/vapubs/)

25. VA Handbook 6500.3, “Assessment, Authorization, And Continuous Monitoring Of VA

Information Systems,” February 3, 2014

26. VA Handbook, 6500.5, Incorporating Security and Privacy in System Development

Lifecycle,” March 22, 2010 (http://www1.va.gov/vapubs/)

27. VA Handbook 6500.6, “Contract Security,” March 12, 2010

(http://www1.va.gov/vapubs/)

28. VA Handbook 6500.8, “Information System Contingency Planning”, April 6, 2011

(http://www1.va.gov/vapubs/)

29. Office of Information and Technology (OI&T) ProPath Process Methodology

(Transitioning to Process Asset Library (PAL) (reference process maps at http://www.va.gov/PROPATH/Maps.asp and templates at http://www.va.gov/PROPATH/Templates.asp). NOTE: In the event of a conflict, OI&T ProPath (PAL) takes precedence over other processes or methodologies.

30. National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53, “Recommended Security Controls for Federal Information Systems and Organizations”

(http://csrc.nist.gov/publications/PubsSPs.html)

31. Federal Travel Regulation (FTR) (www.gsa.gov/federaltravelregulation)

32. One-VA Technical Reference Model (TRM)

(http://www.va.gov/trm/TRMHomePage.aspx)

33. Federal Segment Architecture Methodology (FSAM) v1.0, December 2008

34. VA Directive 6508, Implementation of Privacy Threshold Analysis and Privacy Impact

Assessment, October 15, 2014 (http://www1.va.gov/vapubs/)

35. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact

Assessment,” July 30, 2015

36. VA Directive 6300, Records and Information Management, February 26, 2009

(http://www1.va.gov/vapubs/)

37. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

(http://www1.va.gov/vapubs/)

38. OMB Memorandum, “Transition to IPv6”, September 28, 2010 http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www.va.gov/PROPATH/Maps.asp http://www.va.gov/PROPATH/Templates.asp http://csrc.nist.gov/publications/PubsSPs.html http://www.gsa.gov/federaltravelregulation http://www.va.gov/trm/TRMHomePage.aspx http://www1.va.gov/vapubs/

39. OMB Memorandum “Security Authorization of Information Systems in Cloud Computing Environments” December 8, 2011 (FedRAMP Policy Memorandum)

40. VA Directive 6609, “Mailing of Sensitive Personal Information”, May 20, 2011 (http://www1.va.gov/vapubs/)

41. OneVA Enterprise Technology Strategic Plan, February 28, 2014

42. VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, October 26, 2015 (http://www1.va.gov/vapubs/)

43. VA Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, March 24, 2014 (http://www1.va.gov/vapubs/)

44. OMB Memorandum M-06-18, Acquisition of Products and Services for Implementation of HSPD-12, June 30, 2006

45. OMB Memorandum 05-24, Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and

Contractors, August 5, 2005

46. OMB memorandum M-11-11, “Continued Implementation of Homeland Security

Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors, February 3, 2011

47. OMB Memorandum, Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation, May 23, 2008

48. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011

49. NIST SP 800-116, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, November 20, 2008

50. OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007

51. NIST SP 800-63-2, Electronic Authentication Guideline, August 2013

52. NIST SP 800-157, Guidelines for Derived PIV Credentials, December 2014

53. NIST SP 800-164, Guidelines on Hardware-Rooted Security in Mobile Devices (Draft), October 2012

54. Draft National Institute of Standards and Technology Interagency Report (NISTIR) 7981 Mobile, PIV, and Authentication, March 2014

55. VA Memorandum, VAIQ #7100147, Continued Implementation of Homeland Security Presidential Directive 12 (HSPD-12), April 29, 2011

(https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

56. VA Memorandum, VAIQ # 7011145, VA Identity Management Policy, June 28, 2010

(https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

57. IAM Identity Management Business Requirements Guidance document, May 2013, (https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

58. Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0, Federal Interagency Technical Reference Architectures, Department of Homeland Security, October 1, 2013, https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf

59. OMB Memorandum M-08-05, “Implementation of Trusted Internet Connections (TIC), November 20, 2007

60. OMB Memorandum M-08-23, Securing the Federal Government’s Domain Name

System Infrastructure, August 22, 2008 http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ http://www1.va.gov/vapubs/ https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf

61. VA Memorandum, VAIQ #7497987, Compliance – Electronic Product Environmental Assessment Tool (EPEAT) – IT Electronic Equipment, August 11, 2014 (reference Document Libraries, EPEAT/Green Purchasing Section, https://www.voa.va.gov/documentlistpublic.aspx?NodeID=552)

62. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law

110–140), December 19, 2007

63. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005

64. Executive Order 13693, “Planning for Federal Sustainability in the Next Decade”, dated

March 19, 2015

65. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

66. VA Directive 0058, “VA Green Purchasing Program”, July 19, 2013

(http://www1.va.gov/vapubs/)

67. VA Handbook 0058, “VA Green Purchasing Program”, July 19, 2013

(http://www1.va.gov/vapubs/)

68. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access”, January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

69. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

70. VA Memorandum, “Implementation of Federal Personal Identity Verification (PIV) Credentials for Federal and Contractor Access to VA IT Systems”, (VAIQ# 7614373) July 9, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

71. VA Memorandum “Mandatory Use of PIV Multifactor Authentication to VA Information

System” (VAIQ#7613595), June30, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

72. VA Memorandum “Mandatory Use of PIV Multifactor Authentication for Users with Elevated Privileges” (VAIQ#7613597), June30, 2015;

https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

73. “Veteran Focused Integration Process (VIP) Guide 1.0”, December, 2015, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

74. “VIP Release Process Guide”, Version 1.4, May 2016, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4411

75. “POLARIS User Guide”, Version 1.2, February 2016, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4412

3.0 SCOPE OF WORK

The Contractor shall provide financial support services and CIO support services including:

financial analytics support, financial management support; financial system transition support;

technology business management; PPBE support; administrative support for DCIO/ITRM; cost analysis and estimation; risk assessments evaluation of alternatives; EVM support; strategic workforce planning; and procurement, facilities, and performance management support. The financial services support requires assisting the operation and management of OI&T’s eight major organizational elements/ pillars to include: financial analytics, financial management support, travel and purchase card support, financial systems transition, PPBE support, financial business process improvement, special studies and analyses, and CIO support services.

https://www.voa.va.gov/documentlistpublic.aspx?NodeID=552 http://www1.va.gov/vapubs/ https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4411 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4412

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The PoP shall be 2 months from January 5, 2021, with two, one-month option periods.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are 10 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

New Year's Day January 1

Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May

Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in VA facilities located in the Washington, DC area.

Some work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

4.3 TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the program related meetings for this effort is listed below. Anticipated locations include the following trips, personnel, and durations:

Data Center Location Number of

Trips

Number of

Persons

Number of Days

Austin, Texas 2 per year 3 3

Albany, New York 2 per year 3 3

Chicago, Illinois 2 per year 3 3

Denver, Colorado 2 per year 3 3

Travel requires advance concurrence by the COR.

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall prepare and deliver a Contractor Program Management Plan (CPMP) that outlines the Contractor’s approach, timeline and tools to be used to fulfill the requirements within this Performance Work Statement (PWS). The CPMP will describe the Contractor’s plans to support the DCIO/ITRM and CIO Management Support Services Project. The CPMP shall incorporate the tasks described in this PWS. The CPMP shall take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and special data collection reporting requests. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the period of performance.

The Contractor shall include a description, within the CPMP, of its project management processes for the following project management disciplines:

1. Schedule Management

2. Financial Management

3. Quality Management

4. Resource Management

5. Communications Management

6. Change Management

7. Risk Management

Deliverable:

A. Contractor Project Management Plan, updated monthly.

5.1.2 TECHNICAL KICK-OFF MEETING

The Contractor shall hold a technical kickoff meeting within 10 days after award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule. The Contractor shall provide a list of key personnel (Contractor

PM, etc.) that will commence work at the kick-off meeting. The Contractor shall contact the COR in advance to obtain the onboarding requirements to ensure all information required will be supplied at kickoff. The Contractor shall coordinate with VA on the date. The meeting location will be in the Washington, DC area. The Contractor shall provide the agenda and briefing slides

(shall be provided to all attendees at least five calendar days prior to the meeting), and, after the meeting pertinent information in the form of meeting minutes (shall be provided to all attendees within three calendar days after the meeting). The Contractor shall invite the CO, Contract Specialist (CS), COR, and the VA PM.

Deliverable:

A. Technical Kickoff Agenda B. Technical Kickoff Briefing Slides and Meeting Minutes

5.1.3 REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including its plan and timeframe for resolving the issue. The report shall also include an itemized list of all Electronic and Information Technology (EIT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations.

The Contractor shall ensure that the Monthly Progress Report outlines the burn rate of expenditures for the Labor-Hour portion of the contract documented in Tasks 5.11 through 5.15, action items, progress, status, and any problems/issues encountered in the performance of this task. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

A. Monthly Progress Report

5.2 FINANCIAL ANALYTICS SUPPORT

The Contractor shall provide analysis for approximately 5-10 projects per year in response to requests to answer specific business questions and forecast possible future financial scenarios.

The Government estimates this task will require approximately 1.5 FTE spread across the Sr.

Manager II and Sr. Associate III labor categories. Specific financial analytic performance support including:

(1) Periodic analytics and monthly reporting on travel and purchase card usage.

(2) Support in dashboard development and design of the Power BI Travel and Purchase card modules

(3) Conduct business and financial analytics studies using data-driven methodologies to identify and qualify potential operational efficiency improvements.

(4) Conduct deep-dive analysis of financial transactions accounting code structures to determine trends, anomalies and potential improvements.

Deliverable(s):

A. Monthly Travel and Purchase Card Usage Report

5.3 FINANCIAL MANAGEMENT SUPPORT

The Contractor shall provide financial management tasks related to supporting VA in planning, monitoring and organizing financial resources and providing recommendations based on best practices for financial management. The Government estimates this task will require approximately 3 FTE spread across the Sr. Manager I, Manager II, and Consultant I labor categories. Financial management support tasks include:

1. Track and analyze accounting transaction data and analyze for validity.

2. Prepare reconciliation process support and maintain a status log of Aged Undelivered

Orders (UDO) and Accounts Payable.

3. Assist in financial activities such as Gathering and collecting information for VA to provide input for Federal Payments and Collections policy changes.

4. Provide recommendations and initiatives for improvements and document SOP and process for travel and purchase card usage analysis and reporting

5. Evaluate and analyze travel and purchase card usage analysis and reporting processes to identify deficiencies that affect proper reporting of appropriation allotments

6. Identify travel and purchase card business process improvements that align operations with audit readiness and, using appropriate change management techniques and processes, assist in their implementation

7. Conduct research to identify and qualify methods for increasing financial reporting transparency and usability related to UDO/ULO and travel and purchase card

8. Assist in:

a. Identifying and recommending corrective actions related to the execution of Aged Undelivered Orders and Accounts Payable for the current and prior year;

b. Researching policies, regulations, accounting standards and pronouncements to resolve complex accounting issues, questions, and findings;

c. Reconciling processes and maintaining a status log of Aged UDOs and

Accounts Payable for the current and prior year; and

d. Documenting critical business processes and required assessments throughout the year.

Deliverables:

A. Travel and Purchase Card Usage Analysis and Reporting SOP and Process

5.4 FINANCIAL SYSTEM TRANSITION

5.4.1 Migration of Financial Data

The Contractor shall provide change management support in transitioning key interface functionality for all system components across at least two major systems (e.g. IFCAP and Financial Management System (FMS)) being replaced to allow for the new financial management solution to integrate with legacy VA systems not targeted for replacement. The

Government estimates this task will require approximately 3.1 FTE spread across the Experienced Sr. Manager, Sr. Manager II, Sr. Associate III, and Associate I labor categories.

Support task requirements include:

1. Support of the monthly OIT Financial Business Management Transformation (FMBT)

Change Management Working Group;

2. Development of the OIT FMBT Monthly Newsletter; and

3. Periodic provision of information showing the efficacy of the FMBT change management efforts within OIT

4. Assist with change management activities associated with the transition to the Department’s new financial management system solution and related activities.

A. Monthly OIT FMBT Newsletter

5.5 TECHNOLOGY BUSINESS MANAGEMENT

5.5.1 Technology Business Management Analysis

VA has a mandate by OMB to shift to a Technology Business Management (TBM) framework.

This mandate requires OI&T change the way it manages and report IT spend. The requirement will refocus the ABC effort and the system used to align to TBM. The Government estimates this task will require 12.8 FTE spread across the Director, Sr. Manager I, Manager I, Manager

III, Sr. Associate I, Sr. Associate II, Associate I, and Consultant I labor categories.

The Contractor shall add TBM costing capability to VA OIT by transitioning existing TBM work done to date into the TBM-specific software solution selected by VA. The Contractor shall provide individuals certified in TBM and VA’s selected TBM modeling software (Apptio) to complete the tasks outlined below.

The Contractor shall assist OI&T in the following activities:

Data Modeling and Analysis

1. Maintain monthly updates of the TBM Model in VA’s TBM modeling software. Includes loading new financial and operational data each month and validating the model for "fall out" or other issues that may impact accuracy or usability.

2. Import, validate, and maintain multiple financial and operational data sets in the TBM

Model; gather new financial and/or operational data for inclusion in TBM Model as data becomes available and where relevant to TBM reporting and model enhancement.

3. Review and analyze all data in TBM Model to determine data availability, quality, and any potential TBM reporting gaps.

4. Develop long-term recommendations on how to mature the VA’s TBM capability, including model design, model implementation, and data maturation.

5. Maintain and keep updated documentation for TBM Model process methodologies, mappings, and model allocations.

6. Pursue automated financial and operational data intake into the TBM Model.

7. Pursue automated data mapping in the TBM Model to reduce the amount of manual mapping that is required for TBM reporting.

8. Assist the government in developing and championing an iFAMS coding structure that can support an automated, coding-driven assignment of OIT financials (budget, commitments, obligations, expenditures, and expenses) to TBM data elements such as IT

Towers and Cost Pools.

9. Build and disseminate TBM reporting dashboards and ad-hoc reports as needed in order to satisfy OI&T stakeholder requirements.

10. Support the integration and alignment of current and future budget and accounting processes to TBM, and partner with BEAS and other ITBF counterparts to achieve this goal.

11. Integrate the OIT budget structure and the Integrated PLM/TBM Framework into the TBM Model and validate reported totals with BEAS totals for Congressional Programs/Projects and MYPBF totals for OMB Investments. Validate that end of fiscal year expenses tie out to the Statement of Net Costs (SNC).

12. Analyze model data to identify information that provides consumable, defensible, and actionable information to the organization that will help inform decision making.

13. Design and monitor role-based access privileges for the TBM Model.

Integration and Governance

14. Ensure all Contractor governance and communications personnel understand the TBM Model and data structure in order to properly and accurately crystalize, document, and communicate this information within and outside OIT with a primary focus on the appropriated OIT budget.

15. Develop and maintain an Integrated PLM/TBM Framework (the “Integrated

Framework”); partner with Enterprise Architecture to map all VASI applications to the Integrated Framework; and implement the Integrated Framework into the TBM Model and validate that TBM reports can be made available at multiple levels of the Integrated Framework.

16. Perform change management support activities to increase TBM acceptance throughout OIT and move the organization to a more data driven culture.

17. Develop TBM related training materials for use by the TBM Office. Training scope includes TBM summaries and overviews as well as more detailed training on how to use TBM effectively and how the TBM Model is constructed (distil the allocation methodologies, data mappings, and data processing logic into layman’s terms).

18. Assist the VA with designing, documenting and implementing a TBM governance structure and all associated processes at VA OIT. Set up and maintain all relevant TBM working groups and committees.

19. Develop and maintain current TBM internal and external Stakeholder Lists.

20. Develop and help implement a TBM CONOPS and Communications Plan and presentations that address these various stakeholder groups. Internal stakeholders may include OIT leadership, OIT pillars, OIT budget and finance community, OIT strategic sourcing, OIT technical operators, and others. Stakeholders external to OIT may include, VA Business Units/Administrations, VA Office of Management (OM), OMB, the FTIM Community of Practice, the Federal CIO, Congress, and others.

21. Develop mechanisms and processes by which the TBM Office maintains TBM related knowledge. Includes developing and maintaining a TBM Portal in Sharepoint or on the

VA OIT Intranet as a hub for internal and external communications, in addition to acting as a document repository for the TBM Office.

A. TBM Roadmap/Implementation Plan B. Technology Business Management (TBM) Costing Methodology

C. TBM Tool and Process Document D. TBM CONOPS and Communications Plan

5.6 Planning, program, budget, and execution (PPBE) support

5.6.1 PPBE

The Contractor shall provide a contractor management team to coordinate contractor activities across the IT Multi-Year Programming, IT Budget Formulation, and IT Budget Execution and Analysis Phases of the PPBE process managed by ITRM and defined further in sections 5.6.2 through 5.6.4, inclusive, below. The Government estimates this task will require 1 FTE in the Director labor category.

5.6.2 IT Multi-Year Programming

The Contractor shall support developing a robust IT MYP guide that will direct the process, provide guidelines and outlines the most critical functions and activities as part of the IT MYP process. The Government estimates this task will require approximately 4.5 FTE spread across the Sr. Manager II, Manager II, and Consultant I labor categories. Specific requirements include :

1. Assist in developing and drafting, with VA PM approval, the MYP Guidance including its appendices that defines the IT Multi-year programming process provides clear guidelines for completing the multi-year program and includes a calendar of critical activities

2. Develop and deliver an update to the existing database management plan for the MYP Module of the OI&T approved tool or (BTT)

3. Develop and deliver an updated BTT MYP User Guide whose purpose is to instruct customers in the usage of the OI&T approved tool or BTT’s MYP Module

4. The Contractor shall assist in developing briefing packages (approximately 12 per year) for consumption by IT Governance Boards and leadership regarding MYP that reflect resource allocation decisions made during the annual Multi-year programming effort, issues and risks, the long-term goals supported by the MYP, and the financial highlights & takeaways

5. Assist in the review and financial analysis of data entered into the MYP Module of the

OI&T approved tool or BTT by OI&T offices that will be used to inform key officials involved in making budgetary decisions

6. Generate, as required, crosswalks of the data between the OI&T investment structure scheduled for implementation in BY2019 and the current investment structure (approximately 30 projects beginning in FY 19)

7. Update, as required, documented MYP process activity map in ProPath, or equivalent, to reflect revised MYP processes and procedures.

8. Assist and provide data analysis of Programming data within BTT that will contribute to the creation of the IT MYP Program Objective Memorandum

(POM).

9. Assist in updating Standard Operating Procedures for topics such as BTT, SharePoint, Sub-Project Playground Scorecard, and Technical Program Resource Memorandum, among others, and communications materials such as Factsheets to support the MYP cycle

10. Support the development of training materials during the MYP cycle such as, PowerPoint presentations, guidance for writing effective justifications and other Program Panel Review (PRP) documents and templates.

A. DB Management Plan Updates B. Standard Operating Procedures (Updates) and Training Material C. BTT MYP User Guide Updates D. MYP Process Activity Map Updates

5.6.3 IT Budget Formulation

The Contractor shall assist VA in the assessing, recommending and categorization of IT system development, modernization, and enhancement projects. Historically, tasks of similar scope and size have required approximately 2.5 FTE spread across the Sr. Manager II, Manager I, and Sr.

Associate III labor categories. Specific requirements include:

1. Assist in developing SOPs (approximately 5 per year) for common budget formulation tasks and required reports

2. Assist in updating documented process activities, as required, in PAL to reflect revised budget formulation processes and procedures

3. Assist in validating budgetary material coming in from first-tier OI&T organizations (those that report directly to the VA CIO) (performed approximately twice per year, anticipated September and January)

4. Assist in the development of new efforts (to include identification of key deliverables) that may be required (approximately 10 per year) to be part of the budget as a result of new requirements pursuant to discussions between OI&T and its business partners

5. Identify best practices for budget planning activities

6. The Contractor shall support ITRM in the submission of Major IT Business Cases (300A) to the IT Dashboard. Historically, tasks of similar scope and size have required approximately 1 FTE in the Consultant labor category. The support tasks include:

a. Assist in the review, as required, of business case narrative material required to support OMB-300 submissions. (completed around September and January)

b. Assist ITRM, as required, in meeting delivery requirements stipulated by OMB for the submission of Major Business Cases (formerly known as Exhibit 300A, and dispatched to OMB in September and February) using the tools that may be required and designated by the Government (currently using eCPIC)

Deliverable (s):

A. Budget SOPs B. Updated Electronic Data Exchange (EDX) Templates (relating to the submission of

Major Business Cases)

5.6.4 IT Budget Execution and Analysis (IT BEAS)

The Contractor shall provide assessments, analysis, and strategic recommendations as the Government alters its IT BEAS to fit the changing program mission. Historically, tasks of similar scope and size have required approximately 8 FTE spread across the Manager I, Manager II, Sr.

Associate I, Sr. Associate II, and Sr. Associate III labor categories. Specific requirements include:

1. Gather and collect information/data related to strategic budget planning and analysis incorporating policy updates, legislative changes, analysis of mission performance and mission results.

2. Conduct weekly assessments of budget execution compliance, report findings and assist with implementation planning – this report, in a format suitable for use by the Director, IT Budget Execution and Analysis, to address reconciliation issues, metric variances, corrective action, and related items.

3. Perform a wide variety of administrative, operational, and technical functions to assist IT BEAS in the execution of the OI&T appropriated yearly budgets.

4. Provide administrative and meeting and report development support, as needed.

5. Support Internal Controls and monitoring of the Funds Control Process.

6. Provide continued support with the maintenance of budget execution, and other dashboard efforts to support OIT, dashboards to validate seamless mapping of data from source systems and any required updates.

7. Assist in the continued development and maintenance of the current UFRPMS process to include the integration of stakeholders as determined, process documentation updates and tool enhancements.

8. Conduct training sessions on newly developed process areas (i.e. Unfunded Requirements, Reimbursement/IAAs, Budget Reviews, Budget Operating Plan, Payroll Management, Fiscal Year Close-out, Financial Management Analysis Guidebook).

Sessions will present information to IT BEAS analysis and its stakeholders as described in the Standard Operating Procedures (SOPs) an overview of the end-to-end process as well as the key steps, and controls. Training sessions will be co-led by IT BEAS process owner and the contractor. Training sessions will be conducted for each area in alignment with the budget execution cycle and timing of training material development. It is estimated that three training sessions per process area will be needed.

9. Support coordination efforts regarding the uploading of completed SOPs to PAL.

10. Develop Financial Management Analysis Guidebook. This guidebook will describe roles and responsibility of the BEAS analysis and the typical “day in the life” analytical scenarios. The guidebook will also address key systems, report, dashboards used in the execution of analyst responsibilities, and key metrics that can be utilized in management assigned accounts. This guidebook will define the to-be state for IT BEAS account management responsibilities.

11. Continue to provide support with the maturation of the OIT UFRPMS process and tool.

Refine user experience based on customer feedback and update SOP and policy documents.

Deliverable (s):

A. Enhanced UFRPMS Process and Tool (version 2.0) B. Training materials in support of Unfunded Requirement, Reimbursement, and IAA

Process Areas

C. Training materials in support of Budget Reviews process area D. Training materials in support of Budget Operating Plan process area E. Training materials in support of Payroll Management and Fiscal Year Close-Out Process

Areas

F. Training materials in support of the Financial Analysis Guidebook G. Financial Analysis Guidebook

5.7 FINANCIAL DATA MANAGEMENT

Assist in actively managing data as an asset in order to derive ongoing value. Develop and execute plans, policies, programs, and practices to; deliver, control, protect, and enhance the value of data and information assets throughout their lifecycles. The

Government estimates this task will require 10 FTE spread across the Manager I, Senior Associate II and Senior Associate III labor categories. The Government will manage the prioritization of requests for data support.

With respect to data that Contractor has access to, the Contractor shall:

• Understand and support the information needs of the Office of Information and Technology.

• Capture, store, protect, and validate the integrity of data assets.

• Validate the quality of data and information.

• Validate the privacy and confidentiality of OIT data.

• Prevent unauthorized or inappropriate access, manipulation, or use of data and information.

• Support effective use of data to add value to the OIT.

Specific Data Management Support Includes:

1. Data Governance – Plan, monitor, and assist in enforcement over the management of data assets. Establish a formal data governance program for purpose of providing guidelines for all other data management functions. Promote proper data management, according to data management policies and best practices. Provide a framework to focus on how decisions are made about data and how people and processes are expected to behave in relation to data. The Contractor shall develop:

a) Strategy Plan for defining, communicating and driving the execution of the data management plans, policies, and practices.

b) Policies pertaining to; data and metadata management, access, usage, security, and quality.

c) Standards and Quality Plan pertaining to; data quality and data architecture standards.

d) Data Stewardship Plan with key focus to; observe, audit, and correct deficiencies in key areas of; quality, policy, and data management.

e) Compliance Plan to ensure OIT meets data-related regulatory compliance requirements both internal and external.

f) Issue Management Plan to; identify, define, escalate, and resolve issues related to data security, data access, data quality, regulatory compliance, data ownership, policy, standards, terminology, or data governance procedures.

g) Data Asset Valuation Plan to establish standards and processes to consistently define the business value of data assets.

2. Data Architecture (DA) – Identify and document; DA outcomes, activities, and behaviors as it pertains to systems, the components of a set of systems, the design (current and/or proposed) of systems or set of systems, architecture documentation, and the architecture team. The Contractor shall:

a) Evaluate existing data architecture specifications.

b) Develop a Roadmap.

c) Manage enterprise requirements within projects.

d) Integrate with Enterprise Architecture(s), i.e., VA Enterprise Cloud (VAEC) and

Corporate Data Warehouse (CDW).

3. Data Modeling and Design - Gather, analyze, and scope data requirements and communicate them by creating logical data models which will later be used to transform into physical models for consumption. Logical models depict how data is linked or related and leads to an organizational understanding of data assets. The Contractor shall:

a) Develop a Data Modeling Plan.

b) Build the Data Models to include; conceptual, logical, and physical data models.

c) Conduct Data Model Reviews.

d) Manage the Data Models.

4. Data Storage and Operations - Support OIT Database Administrators (DBA) by providing information pertaining to the desired; design, implementation, and maintenance of stored data in both the VAEC and CDW environments. The Contractor shall; develop requirements for; initial database implementation (metrics), modification to databases, back-up, retention, purging, and recovery, and participate in database test activities.

5. Data Security - Support OIT Program Managers and Security Offices by providing information pertaining to proper authentication, authorization, access, and auditing of data and information assets. The Contractor shall participate in the following activities as they pertain to the OIT DCBI Project in both the VAEC and CDW environments:

a) Identification of data security requirements.

b) Assist in defining data security policy.

c) Assist in defining data security standards.

d) Asses current security risks.

e) Implement controls and procedures.

6. Data Integration and Interoperability (DII) - Develop, implement, and follow; a process or group of processes related to the movement and consolidation of data within and between databases (VAEC and CDW), applications, unstructured (non-applications) data, and direct input data. The Contractor shall:

a) Define data integration and lifecycle requirements.

b) Discover and document data sources.

c) Document and profile data to include lineage and required updates.

d) Analyze business rules and compliance.

e) Design solution components to include Cloud based integration.

f) Map source to target data.

g) Design data flows; current and future proposals.

h) Develop data services - publish and subscribe, Extract Transform Load (ETL), Data As A Service (DaaS), and Service Oriented Architecture (SOA).

i) Develop data migration plan.

j) Maintain metadata.

k) Implement and monitor DII Plan.

l) Define change management process and Charter.

7. Reference and Master Data - Develop a plan for managing shared data to meet OIT goals, reduce risks, reduce data redundancy, ensure high quality, and reduce costs of data integration. The Contractor shall:

a) Identify drivers and requirements and validate data definitions.

b) Evaluate and assess data sources

c) Define architectural approach

d) Model data (Integrated)

e) Define stewardship and maintenance processes

f) Establish governance policies

g) Implement data sharing and integration services

8. Data Warehousing (DW) and Business Intelligence (BI) - Build and maintain a DW and process or group of processes needed to integrate data to; support operations, compliance requirements, and BI activities. Integrate data from a range of sources into a common DW and data model for the purpose of reducing redundancy, improving consistency of information, and enabling OIT Leadership to make management decisions. The Contractor shall;

a) Gather and analyze requirements.

b) Define and maintain structures in the DW and BI architecture.

c) Develop and maintain DW structures to include data marts.

d) Populate the DW and structures.

e) Implement BI capabilities using Microsoft Power BI or similar tool.

f) Maintain data products.

9. Metadata Management - Develop a metadata management plan. This is a wide-range plan including; technical and business processes, data rules and constraints, and logical and physical data structures. Describe; databases, data elements, data models, the concepts the data represents, and the relationships between the data and concepts. The Contractor shall:

a) Define metadata strategy

b) Understand metadata business and technical requirements

c) Define metadata architecture; metadata models, standards, and databases

d) Create and maintain metadata; integrate metadata, distribute, and deliver metadata

e) Query, report, and analyze metadata.

10. Data Quality - Develop a process or set of processes that enable OIT to use data to achieve strategic goals. Provide recommendations that OIT has the capability to design data for BI applications, store and access it securely, share it as appropriate, gain knowledge from it, and validate that it meets OIT needs. The Contractor shall:

a) Define high quality data

b) Define data quality strategy

c) Define scope of initial scope assessment - critical data and existing rules and patterns

d) Perform initial data quality assessment

e) Identify and prioritize improvements

f) Develop and deploy data quality operations.

11. Big Data and Data Science - Integrate disciplines from; mathematics, statistics, computer science, probability modeling, pattern recognition, data visualization, and other methods to gain insight and predict future outcomes based on Big Data sets. Utilize Big Data and Data Science technology to; generate, store, and analyze data to predict and influence decisions. The Contractor shall:

a) Define Big Data strategy and gather business requirements

b) Propose data sources

c) Acquire and ingest chosen data sources

d) Develop hypotheses and methods

e) Integrate data for analysis

f) Deploy and monitor

12. Business Intelligence Artifact Development - Gather requirements, design, and develop;

dashboards, reports, and datasets using Microsoft Power BI. Make available to OIT users through various methods to include; publishing to the VAEC environment, providing MS Power BI desktop files for consumption, and SharePoint environments. The Contractor shall:

a) Create application standards and templates

b) Document detailed BI application specifications

c) Design navigation framework

d) Validate the applications and data model

e) Revise BI application specs

f) Review application specifications and standards

g) Test BI tools

h) Set up user security

i) Develop BI applications

j) Develop BI portal

k) Set up report execution scheduling

l) Document BI applications

m) Develop BI application maintenance procedures

n) Develop BI application deployment procedures

o) User review/project acceptance

p) Test query performance, Usability testing of BI applications and portal,

q) Develop playbook for BI application deployment

r) Ongoing BI portal maintenance

s) Ongoing standard report development

t) Maintain artifacts - Defect resolution, enhancements, and break fix

A. Data Governance Plan

B. Data Architecture Design

C. Data Flow Diagrams

D. Conceptual, Logical, and Physical Data Model

E. DII Architecture Plan

F. Data Exchange Specifications, Interface Control Document (ICD)

G. Data Access Agreements

H. Reference and Master Data Plan

I. Data Warehouse…