Attachment_C-_OLAS_requirements_worksheet.xml

1 0 2015-12-23T16:11:00Z 2015-12-23T16:11:00Z 15 3260 18586 154 43 21803 14 0x0101000B5B78CEC121E54DAF36078B2A22C452 OLAS Requirements Worksheet (v1.2) Product Capability Key: Full – Product completely satisfies the requirement without any additional system development Partial – Product satisfies the requirement to a degree, but does not have the capabilities to fully meet the requirement without some product customization or enhancement Workaround – Product cannot meet the requirement as stated, but the intended function can be accomplished with a workaround None – Product is unable to meet the requirement Product Name: Functional Requirements Function Priority Product Capability ( see above ) Solution Summary (and proposal reference, if applicable) Application Management Manage Opportunities . Program administrators can manage opportunities for different award programs and different cycles (e.g., annual) within each award program. Critical Create Additional Opportunity. Program administrators can easily create another opportunity similar to an existing opportunity. The new opportunity should inherit the application forms, review forms, and workflow of the existing opportunity. Note: many programs have annual or quarterly awards. High Edit Opportunity Deadline. Program administrators can set the application deadline for each opportunity. The system rejects applications submitted after the deadline. Critical Post/ A dvertise Opportunity . P rogram administrators can p ost an opportunity (including description ) to USAJobs and other job boards. Low Manage Opportunity Data. Program administrators can lock, export, and delete all application and review data associated with a specific opportunity. High Manage School Officials. Program administrators can manage accounts or access for principals, recommenders, and nominators. High Manage Participants. Program administrators can manage participants and participant supporters. Adding a participant generally creates an account so that participant can manage applications. Critical Load Nominee L ist. Program administrators or system administrators can create participant entities/accounts from a list provided as a text file. Note: participants at this stage are generally considered nominees. Critical Nominate Participant. School officials and program administrators can nominate participants. Note: this is a supplementary capability to Load Nominee List. High Invite Participants . Program administrators can n otify individual participants of eligibility. The system can provide notifications by e-mail or postal mail (depending on availability of e-mail information). The notification p rovide s application information including system credentials for the applicant’s account . Program administrators can t rack candidates and send reminders. Critical Manage Participant Data. Program administrators can delete all application and review data associated with a specific participant. High Screen Candidates. The system facilitate s screening of participants prior to rigorous evaluation . High Confirm Eligibility. Participants can provide a limited set of eligibility information, preferably before creating a complete application. The system automatically verifies eligibility and provides an eligibility determination to the participant. High Manage Applications. Candidates can manage their own applications for a given opportunity. Program administrators can manage applications for their assigned programs. A completed application contains all information needed to evaluate a candidate for an award, including forms and document attachments. Note: functions related to evaluation and administration of applications are described in those respective sections. Critical Manage Application Folders . The system maintains a logical folder of information for each application. Program administrators can manage (add, edit, export, and delete) contents of one or more application folders. Exported folders are in a format suitable for off-line review of applications. High Load Application Data. Program administrators can bulk load application data (e.g., standardized test scores) for multiple candidates from a file. Critical Edit Application . Candidates can view, edit, and save data in an application form using only a Web browser . Candidates can save incomplete/invalid forms for later editing. Critical Auto-Save Application. The system auto-saves form data at regular intervals to protect against data loss. High Download Application. Candidates can download a blank application form in fillable PDF format so they can complete, print, and mail an application. . Low Print Application Form. Candidates can print blank application forms to be completed off-line and submitted by mail. Candidates can also print completed applications for their records. Medium Third-Party Information. Candidates and program administrators can request information from third parties (e.g., recommenders and school officials ), and third parties can submit information related to a specific applicant or application. Third-party information generally is not visible to the applicant. Critical Attach Supporting Information . Applicants and third parties can attach documents containing supporting information (letters of recommendation, transcripts, etc.) to an application. The attached information may or may not be visible to the applicant depending on program policy. Critical Validate Application. The system verifies that all mandatory fields have been completed before an application can be submitted. High Submit Application. Candidates can submit completed applications prior to the application deadline for an opportunity. Submitted applications become eligible for evaluation. After the deadline, applications are blocked or rejected. Critical Get A pplication S tatus. Candidates and others can v iew the status of an application. High Print Applications. Program administrators can print a batch of applications (e.g., to a printer or PDF file) as they are received without printing duplicates (i.e., without printing older applications that were previously printed). Medium Supplemental Information. Program administrators can request supplemental information (e.g., SSN, photo, biography, etc.) to be provided by applicants at various stages of the process, including after selection. High Evaluation & Selection Management Manage Reviews. Program administrators can manage reviews for their assigned programs. Reviews are scheduled activities in which applications are evaluated by reviewers. Reviews generally have a start and end date/time. Reviews may be conducted sequentially or in parallel. Critical Assign Reviewers. Program administrators can assign reviewers to a review. High Assign Applications. Program administrators can assign applications to a review or to a reviewer. Applications can be assigned manually or automatically, including rule-driven assignment based on application data. (Note: programs may assign applications based on state, gender, etc.) Critical Show Review Progress. Reviewers and program administrators can view the progress of a review, such as the number of applications reviewed. High Provide R eview P ackages. Program administrators and reviewers can export review packages containing the application folder for each candidate. High Manage Reviewers. Program administrators can manage reviewers in the system. Reviewers are human resources that can be assigned to a review or to a specific application in a review. Critical Manage Review Team. Program administrators can create review teams and assign reviewers to teams. Review teams can be used to simplify assignment of application for review. High Evaluate Candidates Review and Rate C andidates. Reviewers can view application data and enter candidate ratings and comments for each of the established criteria. Critical Normalize Ratings . Program administrators can adjust all ratings provided by a given reviewer. The original ratings are retained. Medium Consensus Ratings. Review groups can create consensus ratings of candidates that take precedence over individual reviewer ratings. High Score Applications. The system calculates a score for each candidate/application based on the reviewer ratings and weighted evaluation criteria. Critical Select Individuals Rank & S elect C andidates. The system automatically ranks candidates by their calculated scores . Program administrators can manually adjust the rankings (e.g., based on demographic data and subjective criteria ) . Reviewers can s elect candidates /applications for further consideration or award. Critical Rank Within Group. The syst em can rank candidates within group s defined by application data (e.g., state of residence or category of applicant ). Critical Get Selections. Program administrators can get a list of candidates selected for further consideration or award. Critical Process Administration Manage Programs and Awards. Program administrators can define programs and awards, which have a defined set of static website content, authorized users, application forms, review forms, and workflows. High Manage Forms and Workflow. Program administrators can define the application forms and workflow used for a program or an opportunity. At a minimum, program administrators should be able to pick from pre-defined forms and workflows. Ideally, program administrators would be able to develop custom forms and workflows without programming. Critical Manage Evaluation Criteria. Program administrators can define the evaluation criteria used for each review within each program, and assign weights to each criterion. Criteria weights are used to calculate scores from review ratings. Critical Manage Reports. Program administrators can create reports on participants, applications, reviews, and other information in the system without programming. High Get Selection Report. Program administrators can get a report of candidates selected at any stage of the process. High Analyze C andidates. Program administrators can get analytical reports on candidates at any stage of the process . These reports include statistical analysis of candidates relative to demographic data, evaluation criteria, etc. High Manage Communications Message S takeholders. Program administrators can initiate messages for stakeholders (including participants, school officials, and reviewers). Messages may be for a single stakeholder, group of stakeholders, or stakeholders for any group of candidates/applications (e.g., awardees). The notification content is based on a template and personalized as needed for the applicant/application. Notifications can be sent by e-mail and, optionally, postal mail or text message. Critical Notify Participant. The system sends a notification to participants when the status of their application changes. The notification content is based on a template and personalized as needed for the applicant/application. Notifications can be sent by e-mail and, optionally, postal mail or text message. High Remind Participants. The system can send an automatic reminder e-mail notification to participants based on application status and opportunity dates. Medium Send/Get Message . Candidates and program administrators can send messages to each other and view received messages. Medium View Communications. Program administrators can view all communications with a given candidate. Medium System Administration Manage Accounts Create A ccount. Program administrators and (optionally) candidates can create accounts on the system. Critical Assign Third-Party Privileges. Third parties (e.g., recommenders) can be assigned privileges (through an account or capability token) to submit supporting information for a candidate/application. Critical Third-Party Identity Verification. The identity of third parties (e.g., recommenders) submitting information on behalf of a candidate is verified through some mechanism. (Note: the current solution achieves this by sending credentials to the third party via postal mail. Some solutions send a link to a known email address. The purpose is to know the source of third-party information.) Critical Reset Password. Users can r eset the password for their own account. Program administrators and system administrators can reset passwords for participants, reviewers, and other system users. High Manage Records Export Award Data . Program administrators can e xport selected award data in an open format, which may be archived as official agency records. Optionally, program administrators can define specific fields from applications to be included in the export, and select a group of candidates/applications to be exported. Critical Delete Records. System administrators can d elete working records (including application and review data) according to a records retention schedule. The system does not necessarily implement the records retention schedule itself. High Manage Configuration Export/Import Configuration. System administrators can export and import the configuration for a program including all customized forms, workflow, and evaluation criteria. High Technical Requirements Requirement Priority Product Capability ( see above ) Solution Summary (and proposal reference, if applicable) Flexibility Multiple Programs. Provide the ability to support multiple award programs and add future award programs with simple configuration changes. Critical Custom Forms. Provide the ability to easily cr eate and manage custom application and review forms. Critical Scoring. Provide the ability to easily change the weights of criteria used for scoring , and to otherwise specify the scoring algorithm . Critical Ranking. Provide the ability to automatically rank applications, and to easily manipulate/override rankings . Critical Documents. Provide the ability to easily define additional documents to be included in (attached to) an application. Critical Data Fields. Provide the ability to easily create and customize data entry fields, manage the valid values, and adjust features and conditions of each field. On specific forms, provide the ability to control whether fields are mandatory or optional, control visibility by user role, and control whether fields are editable or view only by user role. Provide the ability to specify help text and links for more information about a data field. Critical Workflows. Provide the ability to easily change and manage workflows or processes of each program and assign workflow/task owners. High Query and Reporting. Provide the ability to easily query data according to desired parameters within the system and easily create custom reports and exports. Critical Load Reference Data. Provide the ability to load reference data that can be used in forms, workflow, and notifications. High Load educational institution list. Provide the ability to load a list of educational institutions (including ID and name) and use the values as a selection list for a form field. Critical Customize Look. Provide the ability to customize the look , logo, and text of web pages to reflect customer-specific “branding”. High Custom Domain. Provide the ability use a customer-supplied “.gov” Internet domain name. High Performance & Availability System Capacity. Provide sufficient capacity to support peak loads while meeting required response times. Critical Capacity for PSP. Support submission and review of ~ 5,000 applications per annual cycle. Support roughly four users per application (applicant, parent, recommender, principal). Support 1700 peak concurrent applicants during program application windows (e.g., Jan – Feb) and 20 peak concurrent reviewers during review windows (e.g., Mar – Apr) while meeting required response times. Critical Capacity for TAF. Support submission and review of ~1,300 applications per annual cycle. Support 430 peak concurrent applicants during program application windows ( Dec - Jan ), 1200 application submissions on the application deadline day (Jan 15) and 60 concurrent reviewers during peak review windows ( Jan - Feb ) while meeting required response times. Critical Capacity for PAF. Support submission and review of ~500 applications per annual cycle. Support 170 peak concurrent applicants during program application windows (Dec - Jan), 450 application submissions on the deadline day (Jan 08) and 20 peak concurrent reviewers during review windows ( Jan - Feb ) while meeting required response times. Critical Capacity for VSIP. Support submission and review of ~750 applications annually. Support 250 peak concurrent applicants during summer program application windows (Feb – Mar), 50 peak concurrent applicants during other application windows (Jun – Jul, Aug – Sep), and 50 peak concurrent reviewers during review windows (the month following the application period) while meeting required response times. Critical Multiple Programs. Support multiple programs (PSP, TAF, PAF, VSIP) while meeting required response times. Critical Response Time. Provide a maximum 3 second response time for trivial user actions and maximum 10 second response time for complex user actions . Critical Scalability. Provide the ability to easily scale resources (and associated costs) up and down to support a varying number of programs and varying load throughout the year . High System Availability. Support an estimated availability of 99% or better during business hours. High Outage Notification. Provide at least two-weeks advance notification of planned outages. High Data Availability. Limit data loss when filling forms to no more than one minute. Medium Disaster Recovery. Limit data loss from catastrophic failures to no more than 24 hours. Return to operations following a catastrophic failure within 72 hours. Low Usability & Operability Intuitive Interface. Applicants must be able to easily navigate and complete their on-line application with no training and limited direction. Reviewers and administrators should only require minimal training. Help text should be generally available for most data entry fields. High Long Selection List Handling. Provide the ability to populate a single-item selection form field effectively from list of hundreds or thousands of items (e.g., by providing a pop-up searchable list or autocomplete function). Critical Implementation Timeline. Provide the ability to fully implement the solution with customized application forms and review criteria for a single program within two months and obtain authority to operate within four months (total). High Technical Support. Provide technical support for reporting and resolution of system issues, with acknowledgement within one business hour and initial response within one business day. Critical System Documentation. Provide sufficient system documentation, including on-line help and training materials, to support use of the system by applicants, reviewers, program administrators, and system administrators. High Web Browser Access. Applicants and reviewers must be able to perform all application and review functions using only a Web browser. Critical Web Metrics. Provide the ability to obtain information on public web page accesses (e.g., by allowing an embedded web analytics link). Medium User Feedback. Applicants and reviewers can provide feedback on their satisfaction with the system and application/evaluation process. Medium Viability Critical Product Viability & Support . Show sufficient vendor, customer, and user community support to ensure the product will remain a viable solution for more than five years. Critical Maintainability. Provide required capabilities as part of (using the same code base as) the vendor’s commercial product offering, and support product updates while retaining the solution configuration. Critical IT Compliance & Security. Security. Comply with all federal IT security requirements for a “Moderate” criticality system. Critical Security Controls. Support security controls specified by NIST SP 800-53 rev 4 with no major issues and with adequate plans to resolve any other issues within six months. Critical Security Controls for Shared Hosting. For solutions using a shared hosting (“cloud”) environment, the environment must be able to meet FedRAMP requirements. In particular, the solution must support two-factor authentication for reviewers and administrators, and must support segregation of OLAS data from that of other customers by some well-defined means. Critical Accessibility. Satisfy Section 508 accessibility standards (WCAG 2.0) with no major issues. Critical Incident Reporting. Report security and availability incidents within 24 hours of discovery. High Data Access. Limited Access. Ensure that data access is limited to parties explicitly authorized by the government. Critical Data Export. Provide the ability to export all application and review data in an open data format, including both human-readable (e.g., PDF) and machine readable (e.g. CSV file) formats. High Data Rights. Data rights remain exclusively with the government. No party will have the right to access or use the data for any purpose except as specifically approved in writing by the government. Critical Data Deletion. Delete all data upon written request from the government, including all backup copies. High PAGE PAGE 7