EDESuite_HLR_MasterCopy_2021v1-3.xls

XLS spreadsheet 150 KB Posted Aug 12, 2021

Attached to: EDESuite Software Operation and Maintenance
Solicitation number: EDFSA21-RFI-0001
Issued by: Department of Education Office of Federal Student Aid

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Other files

File	Type	Posted
EDESuite Deliverables.xlsx	XLSX spreadsheet	Aug 12, 2021
EDESuite Statement Of Objectives_v1_8-11-2021.doc	DOC document	Aug 12, 2021
EDESuite Customer Service Volumes 2020.docx	DOCX document	Aug 12, 2021

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TOC

Requirement Numbering Starts With:	Requirement Categories
000	General Business Operations Support	Business Operations Support Requirements
100	Annual Rollover	General O&M Requirements
200	Interface and ICD	Optional Development Work
300	Customer Support Services
400	ProductionSupport
500	Configuration and Change Management Support
600	Security
700	Project Management
800	Optional Development Work
CHANGE LOG

0_GeneralOpsSupp

	General Business Operations Support
	Req #	Requirements
	1.00	The Contractor shall maintain all current functional capabilities within the EDESuite software as described in the software's Functional Specifications and Detailed Design documents, Installation Guide, Desk Reference, Packaging Technical Reference, and COD Technical Reference Volumes III and IV. All of these documents, including copies of the EDESuite and Direct Loan Tools (EDESuite) software itself are currently available to the public at https://fsapartners.ed.gov/knowledge-center/library/system/EDExpress. (For COD Technical Reference, see https://fsapartners.ed.gov/knowledge-center/library/electronic-announcements/2020-11-24/2021-2022-cod-technical-reference.)
	2.00	The Contractor shall maintain and update EDESuite's Help Text component on a per-release basis, ensuring that all content is pertinent, comprehensive, and accurate.
	2.10	The Contractor shall provide FSA, on a per-release basis, with copies of all help text updates for review prior to release.
	3.00	The Contractor shall produce and support at least three major releases per award year cycle, and shall be prepared to accommodate additional enhancement releases on an as-needed basis in response to legislative, regulatory, and Executive initiatives.
	4.00	The Contractor shall incorporate industry "best practice" standards for requirements gathering, development, design, testing, implementation, communication, production support, project management, security, and change management. All solutions will include the common testing phases in the system development lifecycle for Unit and Functional testing, System Test, Inter-System Test (IST), User Acceptance Test (UAT) support, and Regression testing.
	6.00	The Contractor shall coordinate with Federal Student Aid to communicate EDESuite system changes to the student aid community.
	7.00	The Contractor shall provide all deliverable documents outlined in the Attachment I Deliverables Table according to the agreed upon delivery schedule.
	8.00	The Contractor shall provide expert subject matter assistance to EDESuite users, FSA staff, and other government agencies and entities.
	9.00	The Contractor shall ensure that the software and associated documentation remain compliant with all current Government Section 508 assistive technology requirements.
	10.00	The Contractor shall work with FSA's Businss and Communications teams on a per-release basis to monitor production schedules, provide copies of the software for security scanning and posting, provide review drafts of Electronic Announcements, Cover Letters, and User docs related to each release.
	11.00	The Contractor shall provide training, training materials, and presentations on an as-needed basis to FSA staff.
		The Contractor shall provide support for FSA's Annual Training Conference to include (but not limited to) development of presentation slide decks, provision of customer support staff for the software in the Resource Room, and associated travel.
	12.00	The Contractor shall respond to requests for information from FSA security, Budget , Enterprise Change Control, and Technology Directorate staff.
	13.00	The contractor shall respond to requests for information or data calls related to their contract in conjunction with the Department’s governance review board/process requirements, such as: Federal Student Aid Investment Review Board, Data Governance Board, Engineering Review Board, and Enterprise Change Control Board and program specific change management boards and others as required.
	15.00	The contractor shall provide information and assistance to support periodic project and system-specific auditing activities that Federal Student Aid conducts such as IV&V, QA, and LMM compliance and audits.
	16.00	Not withstanding other terms of this contract, the contractor shall accommodate the Department in providing information related to contract performance for inquiries from other Federal entities, all of which have been transmitted through the contract officer, including but not limited to: Congress; Comptroller General; Office of Management and Budget; and, Office of the Inspector General. Such requests may also take the form of a Departmental program or Technology Office inspection, validation, or audit. The contractor shall furnish the requested information within the time constraints of the request.
	17.00	This contract is subject to Independent Verification and Validation (IV&V) and the contractor shall support Federal Student Aid IV&V activities. The contractor shall furnish Federal Student Aid information that may include, but is not limited to, project management, technical, quality control, and quality assurance work products that are explicit deliverables under the contract.
	18.00	Key personnel employed directly by the EDESuite prime contractor shall possess significant experience in C# and .NET software development.
	19.00	Key personnel employed directly by the EDESuite prime The contractor shall possess significant experience with subject matter relating to the business processes required for Title IV student aid administratioion.
	20.00	All contractor employees (including subcontractors) working on the EDESuite contract who have federal student aid must be in good standing on all Title IV aid and must not be in default (or must be able to annually show that they are in a repayment arrangement and are making payments as agreed).
	21.00	The contractor shall annually create Volumes III and IV of the COD Technical Reference and User Documentation, and shall be prepared to update those volumes throughout the year on an as-needed basis (per any Change Request impacts).
	20.00	The EDESuite contractor shall coordinate, at FSA's direction, beta testing of the EDESuite product with FSA partner organizations (schools, third party servicers) on a release-by-release basis. Beta test coordination includes drafting of Electronic Announcements, solicitation of beta test partners, provision of instructions, software, and test data sets to testers, and receipt and tracking of beta tester feedback.
	21.00	The EDESuite contractor shall ensure that EDESuite remains fully compatible with updates to Microsoft operating system versions (currently Windows 8 and 10 are supported).
	22.00	As new windows versions become available, the EDESuite contractor shall update the product to ensure compatibility with the latest OS version, as well as the preceding two.
		FSA Branding
	23.00	FSA requires that both public-facing and internal products follow the FSA Brand Style guide and FSA Design System. The contractor shall comply with the following FSA brand requirements when creating, designing, developing, writing, updating, and maintaining both information technology products and document products.
	24.00	FSA Branding requirements apply to all websites and mobile apps, all configured screens within information systems, all mobile application screens, all FSA social media, and all customer-facing documentation/content that is intended for use by students, parents, borrowers, or schools.
	25.00	Documentation that is purely internal in nature for use by FSA staff and contractors, such as project management documentation and documentation used to manage information systems, shall not be subject to the branding requirements. Information technology that is purely back-end in nature (the user base consists of system administrators or only IT-personnel) shall not be subject to the branding requirements.
	26.00	Contractors shall submit brand and content layouts or plans, appropriate to the product they are producing, prior to work on branding elements of the product. FSA may require changes to conform with the FSA Brand Style Guide and Design System. FSA will work with the contractor to provide additional design elements when needed. Requested submittal information may include:
a.	Screen mock-ups showing planned FSA Branding shall be submitted for websites, configured screens within information systems, mobile applications, and social media.
b.	Templates and layouts shall be submitted for customer-facing documentation.
	27.00	FSA may modify or update the FSA brand style guide and design system standards at any time. When such modifications occur, the contractor shall incorporate relevant updates into the next major product release or at another time as agreed by FSA.
	28.00	5.	The contractor may request a waiver from specific elements of the FSA Brand Style Guide and Design System. FSA will consider such requests and may also work with the contractor to achieve an alternative solution to the specific branding element(s) at issue in the waiver request.
	29.00	The EDESuite (EDESuite and Direct Loan Tools) contractor shall modernize the look and feel of the software's user interface.

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100_Annual Rollover

Annual Rollover
Req #	Requirements
	General, Global, and Application Processing Functions
100.00	The Contractor shall conduct annual development (rollover updates) to ensure the EDESuite software's cycle year and date references remain current for each new cycle year.
101.00	EDESuite annual development shall ensure that all cycle references throughout the software are updated.
102.00	EDESuite annual development shall ensure that all date fields, editing, and field labels containing dates are appropriately incremented for the new cycle year.
103.00	The EDESuite splash screen and icon color shall be updated to remain in synch with each new year's FAFSA color scheme.
104.00	EDESuite annual development shall ensure that the software and associated documentation are updated to remain in synch with annual changes in COD schema.
105.00	EDESuite annual development shall incorporate and pull forward any changes made to previous cycle year software. As a result, new cycle year annual development shall also ensure that the software's Prior Year Import functionality is properly modified each year to accomodate year-to-year changes.
106.00	EDESuite annual development shall ensure that EDESuite remains Section 508 compliant across all releases.
107.00	The Contractor shall ensure that the most current Aid Eligibility Determination system (AED) (currently CPS) institution file data is loaded into each software release.
108.00	Update range of Pacific Islander SSNs.
109.00	EDESuite annual development shall ensure that any annual changes in FAFSA certification language are updated as defined by FSA.
110.00	The Contractor shall ensure that the latest ISIR comment codes are loaded into the software for each release (usually done via flat file received from CPS).
111.00	EDESuite annual development shall ensure that all FAFSA question numbers and SAR field number references in the software and it's reports are updated to remain in synch with annual FAFSA changes.
112.00	The Contractor shall annually evaluate College Financing Plan updates for changes needed in the software.
113.00	The Contractor shall conduct Product Registration activities for EDExpress Release 1.0 and 2.0 and Direct Loan Tools throughout the year.
114.00	Activities shall include updating software documentation annually with new dates, monitoring the EDEProdReg mailbox for incoming registrations from users, extracting and processing the registration data, and delivering the registration data results to FSA periodically throughout the year.
115.00	EDESuite annual development shall ensure that the Product Registration submission date is incremented.
116.00	The Contractor shall ensure all links to trading partner and other FSA related sites are up to date and functional in the software, helptext and user documentation (ex. FSA Knowledge Center, studentaid.gov, FAA Access to CPS Online, NSLDS).
	Pell
117.00	The contractor shall update the software annually to ensure the software accomodates changes stemming from the new Pell Grant Payment Schedules. This work includes:
118.00	Updating the software so that the appropriate Pell Grant maximum is applied throughout;
119.00	Updating the Packaging algorithm (within student record) to accommodate the Pell Grant Payment Schedules;
120.00	Updating the Packaging problem domain (global) to accommodate the new Pell Grant Payment Schedules;
121.00	Updating the Pell Origination functions to accommodate the new Pell Grant Payment Schedules;
122.00	Updating the Process Calculate function to accommodate the new Pell Grant Payment Schedules;
123.00	Updating the Multiple Entry function to accommodate the new Pell Grant Payment Schedules.
124.00	Updating the External Add/Change file functionality to accommodate Pell Grant Payment Schedules.
125.00	The Contractor shall ensure that all Pell date ranges are updated for each new cycle year. This includes:
126.00	Updating the Pell Enrollment Date range.
127.00	Updating the Pell Pay Period Start Date Range.
128.00	Updating the Pell Disbursement Date range
	Direct Loan
129.00	The Contractor shall ensure that all Direct Loan date ranges are updated for each new cycle year. This includes:
130.00	Updating the Direct Loan Financial Award Begin Date.
131.00	Updating the Direct Loan Financial Award End Date.
132.00	Updating the Direct Loan Academic Year Start Date.
133.00	Updating the Direct Loan Academic Year End Date
134.00	Updating the Direct Loan Date of Birth Date Range.
135.00	Updating the Direct Loan Disbursement Date Range.
136.00	Updating the Direct Loan Payment Period Start Date.
	TEACH
137.00	The Contractor shall ensure that all TEACH date ranges are updated for each new cycle year. This includes:
138.00	Updating the TEACH Enrollment Date.
139.00	Updating the TEACH Disbursement Date.
140.00	Updating the TEACH Pay Period Start Date.
	Direct Loan Tools
141.00	The Conractor shall update Direct Loan Tools to add the new cycle year references throughout for the new release.
142.00	The Conractor shall update Direct Loan Tools to remove old cycle year references throughout the new release.
143.00	The Conractor shall shall ensure that Direct Loan Tools continues to meet compliance standards for Section 508 of the US Rehabilitation Act, effective as of 2018.
144.00	The Contractor shall submit each release to the Department's Assistive Technology team for 508 testing, and shall remediate findings.
	Documentation
145.00	The Conractor shall update cycle year references throughout EDESuite documentation annually. This includes:
146.00	Updating cycle year references on message classes in EDExpress documentation.
147.00	Updating edit-related EDExpress documentation topics and tables with requirements changes.
148.00	Updating “What’s New” notes in EDExpress and Direct Loan Tools help text.
149.00	Updating hyperlinks in EDExpress and Direct Loan Tools.
150.00	Updating the COD Technical Reference, Volume III to address EDExpress items specific to Release 2.0.
151.00	Updating DL Tools user documentation to reference the new release number annually.
152.00	Adding new cycle year references to DL Tools user documentation and removing all references to cycle years which are "rotating out" of the software annually.
153.00	Updating COD Technical Reference, Volumes III and IV to reflect annual changes to EDExpress and Direct Loan Tools release.
154.00	The Contractor shall ensure that the final versions of all user documentation that they are responsible for will meet compliance standards for Section 508 of the US Rehabilitation Act, effective as of 2018.
155.00	The Contractor shall convert the final versions of all user documentation that they are responsible for to PDF format, and shall participate in FSA's external communications review process (managed by FSA Communications) in order to get the documentation posted to FSA's Knowledge Center Web site.
156.00	The Contractor shall maintain a Requirements Tracking Summary document which tracks all Annual Rollover requirements and associated date range changes, and shall deliver to FSA annually.

200_Interface and ICD

Interface Requirements
Req #	General Requirements
200.00	Contractor shall operate and maintain all EDESuite system interfaces in accordance with established Functional Specification documents. If needed, development of Trading Partner Agreements (TPAs) and Interface Control Documents (ICDs) shall be the responsibility of the EDESuite Contractor.
201.00	Contractor shall use the Student Aid Internet Gateway (SAIG), Enterprise Service Bus (ESB), Secure File Transfer Protocol (SFTP), and secure email, as appropriate, to interface with other trading partner systems.
202.00	EDESuite file and record level editing logic for inbound files, and file generation logic for outbound files, shall conform to business rules established in existing Functional Specifications, COD Technical Reference, and EDE Technical Reference.
203.00	EDESuite shall interface with the Common Origination and Disbursement System (COD) through the creation/receipt of Common Record files in XML format that can be transmitted to and received from COD via SAIG.
204.00	EDESuite shall provide real-time interface with the Central Processing System (CPS) (through FAA Access to CPS Online) to allow users to create or edit student FAFSA data on CPS from inside the EDESuite software.
205.00	EDESuite shall provide users the ability to launch a web browser and automatically supply login credentials (TG#, School Code and an Application Save/Restore password) to the FAA Access to CPS Online login page if this pre-fill information was included by the user during setup.
206.00	EDESuite shall integrate with the FAA Access website to pass data on the student currently being viewed in Express to the website, when the user is in a Student Record in EDESuite, so that the student record on FAA Access is automatically displayed to the user via the EDESuite browser window.
207.00	EDESuite shall provide the ability to retrieve and import Common Record receipt files (XML format) or fixed length reports from the Common Origination and Disbursement System (COD) from the school's SAIG mailbox.
208.00	EDESuite generated COD batch files shall conform to file formats established in the COD Technical Reference file layouts or schema.
209.00	EDESuite Contractor shall take the lead in requesting new message classes needed as a result of enhancements and for rollover of current message classes which may need cyclic updates to accommodate a new award cycle.
210.00	EDESuite shall provide the ability to import fixed-width format "external" files from the school's student information system (both import "add" and import "change" records) and fixed length ISIR files from FSA's Central Processing System (or its future replacement).

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300_Customer Support Services

Customer Support Services
Req #	General Requirements
300.00	The EDESuite contractor shall provide user support with professionals who have experience with higher education financial aid and who are capable of researching technical issues requiring the use of EDESuite database and tools.
301.00	The contractor shall receive and properly document problem tickets initiated by a school user.
302.00	The contractor shall provide tracking and weekly reporting to FSA regarding customer service metrics, to include download statistics and problem resolution statistics.
303.00	The contractor shall provide technical expertise to assist with user instruction, troubleshoot systems performance problems and EDESuite data issues. Staff experts shall confer with end users to help with such tasks as developing queries and accessing data.
304.00	The contractor shall participate in defining and reviewing technical requirements to help articulate the needs of users and ensuring that those needs are met.
305.00	The contractor shall develop and implement communications for end users using ED-approved media and ED-approved content including Electronic Announcements, Technical Updates and Web Messages.
306.00	The contractor shall provide periodic training for EDESuite and non-EDESuite FSA project staff.
307.00	The EDESuite contractor shall ensure that the Call Center staff remain up to date and knowledgeable on all system and functional changes that impact end users.
308.00	The EDESuite contractor shall coordinate with ED to provide technical expertise when needed and attend various advisory group meetings.
309.00	Contractor staff shall provide conference support to EDESuite and FSA staff at annual conferences (currently 1), including preparation of presentation materials, monitoring the conference PC lab and disseminating information, delivering presentations, and printing and shipping handouts or other printed material.
310.00	The EDESuite contractor shall prepare user documentation, external communication materials and field associated customer service questions related to those documents.
311.00	The EDESuite contractor shall track issues and system enhancements between documentation releases so reviews and updates to user documentation, guides, and training materials can be performed with each modification.
312.00	When a Customer Service issue is outside the scope of the EDESuite software itself and cannot be resolved by Customer Support, call center staff shall log the issue and create a "warm handoff" to the appropriate FSA system's (e.g. COD, CPS, Paricipation Management) Customer Support Center if the situation warrants.
313.00	The Contractor team shall maintain staff that are prepared and capable of recommending work-arounds for end-users to production issues, and shall coordinate with Federal Student Aid on an appropriate schedule for the permanent fix.
	Call Center
314.00	The EDESuite contractor shall provide customer service center support to EDESuite users per service level requirements included with this contract.
315.00	The EDESuite contractor Call Center center shall provide support services to Spanish-speaking customers.
316.00	The EDESuite contractor Call Center shall provide support to Foreign School users in the same manner as the continental United States customers.
317.00	The EDESuite customer Call Center shall be available between 8:00 am ET to 8:00pm ET, Monday - Friday.
318.00	The EDESuite contractor shall provide assistance and research to customers on topics including (but not limited to):

• Download and installation of the software

• Software functionality

• Batch file processing, which includes user reports/queries, exports and imports and updating records

• Data Transmissions and errors

• Documentation Questions

• Software performance issues

• Query support

• Security-Related Issues

• Sign-Up and access process

• Privileges setup

• Updates and Error Messages

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400_Production Supp

Production Support
Req #	System Enhancements
400.00	The EDESuite contractor shall provide the capability to regularly enhance the EDESuite system following industry best practices to ensure predictable outcomes and effective management of scope, schedule, and effort.
401.00	The EDESuite contractor shall define and implement enhancements to keep pace with changes in legislation, policy, business and technology requirements, following FSA's Change Management process.
402.00	The EDESuite contractor shall define and implement enhancements to maintain proper interfaces with internal and external systems and technical infrastructure components.
403.00	The EDESuite contractor shall manage functional requirement changes and Detail Design Document changes.
404.00	The EDESuite contractor shall determine a release schedule for each award cycle of the contract with a proposed level of requirements changes that can be accommodated.
405.00	The EDESuite contractor shall perform changes or maintenance to EDESuite, as needed.
406.00	[removed]
407.00	The EDESuite contractor shall provide thorough project management support ensuring control of scope, schedule and effort by analyzing development, maintenance, and enhancement projects and conducting regular status meetings as agreed upon with FSA.
409.00	The EDESuite contractor shall define detailed requirements ensuring customer requirements are appropriately detailed and traceable throughout development lifecycle.
410.00	The EDESuite contractor shall provide detailed design artifacts that appropriately describe, chart, and illustrate the design approach that fully meets detailed requirements.
411.00	The EDESuite contractor shall code and unit test application changes as articulated in the detailed design to ensure requirements are met.
412.00	The EDESuite contractor shall conduct a comprehensive approach to testing application changes to include planning, scripting, script reviews, requirements traceability, reporting results and risk mitigation.
413.00	The EDESuite contractor shall clearly communicate testing status and results to FSA throughout the testing phases of each project.
414.00	The EDESuite contractor shall perform system testing, inter-system testing, 508 compliance testing, and shall support FSA's user acceptance testing in accordance with best practices.
415.00	The EDESuite contractor shall provide FSA with a copy of all system testing artifacts (e.g. screen shots) and results.
416.00	The EDESuite contractor shall provide a testing facility and all necessary equipment and data connections for use by Federal Student Aid user acceptance testers.
417.00	The EDESuite contractor shall support testing of solutions by providing data, test plans and test cases.
418.00	The EDESuite contractor shall conduct and support intersystem testing between its area of responsibility and other trading partners, COD, CPS and SAIG. The contractor shall provide resources, interface control documents, test data and test cases in support of IST.
419.00	The EDESuite contractor shall use the latest version of FSA's Enteprise Test Management Standards, and shall keep current on those standards in the event of updates.
420.00	The contractor shall document defects and resolution found during testing in accordance with FSA's Enterprise Test Management Standards.
421.00	The EDESuite contractor shall maintain separate testing environments as necessary to ensure testing efforts are not delayed nor their results contaminated due to concurrent testing efforts.
422.00	The EDESuite contractor shall develop, on a per-release basis, all necessary UA testing files and a robust UAT database with a sufficient test data set to complete all phases of testing, including system, inter-system, UAT and 508 compliance testing.
423.00	The EDESuite contractor shall participate in required lifecycle stage gates, including Test Readiness Reviews and Production Readiness Reviews.
424.00	The EDESuite contractor shall develop all documentation (e.g. test results summaries, presentation slide decks, risk mitigation strategy) supporting stage gate reviews.
425.00	The EDESuite contractor shall provide a thorough approach to communicating changes to the EDESuite user community through electronic announcements, web messages, updated user guides/layouts, training/conference materials, presentations, webinars, collaboration with Federal Student Aid Business Operations Communications, etc., as appropriate to the change.
426.00	The EDESuite contractor shall provide post production support.
427.00	Contractor shall, usually immediately following or in conjunction with System Test, plan and manage InterSystem Testing with both CPS and the COD Systems. IST planning and event management shall include, as a minimum, the following elements: a Kick Off Meeting to determine items to be tested and timelines for completing the IST Test; a Test Readiness Review (TRR) which names all items to be tested and testers and who is to create test cases (normally EDESuite Contractor), and a document that tracks final testing results for each script which will be provided to FSA.
428.00	Contractor shall manage UAT support for EDESuite by providing adequate UA test data (database and import files). UAT planning and event management shall include, as a minimum, the following elements: a Kick Off Meeting to determine items to be tested and timelines for completing the UAT Test, regular UAT planning meetings in the lead-up to test, and a Test Readiness Review (TRR) which tracks all prerequisites to UAT start.
429.00	Testing database data shall be maintained and updated on a per-release basis and updated as needed to reflect cycle year updates as well as functional changes.
430.00	The Contractor shall support FSA Training team's development of EDESuite training videos by providing, on a per-release basis, mocked-up data (software database and import files) to be used in demonstrations.
431.00	The Contractor shall coordinate with other FSA contractors to create and maintain test-user accounts that have appropriate log-in credentials to FSA's FAA Access to CPS Online (or future alternative) for use in testing the EDESuite's FAFSA and Student Inquiry tab functions.
432.00	The Contractor shall coordinate with other FSA contractors to create and maintain mocked-up student records FSA's FAA Access to CPS Online (or future alternative) for use in testing the EDESuite's FAFSA and Student Inquiry tab functions.
	Operations and Maintenance Support
433.00	The contractor shall provide technical resources to maintain the development process and version control efficiently and effectively.
434.00	The contractor shall ensure continued availability of all EDESuite business functions (See this document and EDESuite Functional Specifications documents for a complete list ofcurrent functionality).
435.00	The contractor shall provide new and/or update existing documentation (e.g. User Documentation and Notifications, Requirements Documents, Functional Specifications, and Detail Design Documents and Trace Matrixes per Release) to reflect any change to software, processes, and procedures.
436.00	The contractor shall provide application software maintenance (e.g. software fixes) and meet established timelines per internal Change Control Board approval and priority setting.
437.00	The contractor shall perform unit and functional testing.
438.00	The contractor shall provide monthly CCB and/or CM progress reports to FSA.
439.00	The contractor shall conduct twice-yearly Lessons-Learned meetings as part of ongoing process improvement efforts.
440.00	The contractor shall advise FSA on evergreening needs, risks and activities, as needed. (Example: Microsoft announces it will cease support for a particular OS or other piece of technology currently in use by the EDESuite software, and we need to perform an upgrade to ensure our technology base remains supported.)
441.00	The EDESuite contractor shall coordinate with the FSA Communications team as needed with each new production release to provide release files, cover letter, user docs, and Electronic Announcement for posting to the https://fsapartners.ed.gov/knowledge-center website.
442.00	Contractor personnel must attend all required EDESuite production meetings and communicate any pertinent information through emails, phone calls to the FSA production liaison.
445.00	The contractor shall participate in disaster recovery test execution by testing recovered application software, and fully document recovery test scripts.
446.00	The EDESuite contractor shall coordinate closely with the Central Processing System (or future alternative) contractor to obtain updated copies of the modified School File for each EDESuite release, in order to ensure that EDESuite' school database remains up to date.

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500_Config&ChgMgmt

Configuration and Change Management
Req #	Change Management
500.00	The EDESuite contractor shall adhere to FSA's Enterprise Change Management and Business Operations Change Management processes to implement new requirements.
501.00	The EDESuite contractor shall provide thorough impact assessment for change requests including understanding of the high-level requirements, contractor assumptions and risks, an estimated implementation date/schedule, feasibility, and an assessment of all impacts to interfacing systems/services, both internal/external to FSA.
502.00	The contractor shall respond to requests for assessment within FSA Business Operations' established priority timeframes (normal = 10 days, expedited = 5 days, emergency = 2 days).
503.00	The contractor shall contact FSA Business Operations to request an extension in the event the contractor is unable to respond within the designated timeframes.
504.00	The contractor shall provide FSA with multiple options (technical or manual), wherever possible, for satisfying the stated business requirement(s) listed in the change request.
505.00	To maximize response time efficiency to assessment requests, the contractor shall seek clarification immediately from FSA on any requirements appearing in the change request that they are unclear about.
506.00	The EDESuite contractor shall participate in requirements and design meetings, including joint meetings with impacted partner systems.
507.00	The contractor shall transmit assessment responses by email to the FSA Business Operations COR, the Change Management Division's Change Manager and the CMD Business Analyst specified on the change request form.
508.00	Prior official approval by FSA Contracts Office is required before requirements or development work begins. Any work performed prior to official approval is considered "at risk".
509.00	The EDESuite contractor shall include the FSA Business Operations Change Request identifier on all official documentation submitted to FSA, including impact assessments and deliverable documents (requirements, design, and testing documents, status report documents, etc.).
510.00	The EDESuite contractor shall obtain Federal Student Aid approval of system changes prior to production implementation.
	Configuration Management
511.00	The EDESuite contractor shall document baseline configurations and establish policy, procedures, guidelines, and accountability for modification of baseline configurations through creation and maintenance of a Configuration Management Plan.
512.00	The Configuration Management Plan shall be developed in accordance with Federal Student Aid standards for configuration management traceability within the Lifecycle Management Methodology.
513.00	The EDESuite contractor shall conduct periodic reviews of the Configuration Management Plan to occur no less frequently than annually.
514.00	The EDESuite contractor shall establish a configuration control board, with oversight responsibility for configuration change management.
515.00	The EDESuite contractor shall monitor and ensure configuration settings comply with all applicable federal IT security policies and regulations.
516.00	The EDESuite contractor shall track and control modifications to the application and component configuration, software design, and documentation.
517.00	The EDESuite contractor shall migrate configured items through life cycle stages in strict accordance with change and quality control measures as defined in the Configuration Management Plan and ensure that duties are segregated between those with development responsibilities and those with production responsibilities,
518.00	The EDESuite contractor shall perform verification of production migrations.
519.00	The EDESuite contractor shall provide an implementation plan for production migration as part of the PRR process.
520.00	The EDESuite contractor shall provide release information in CCM tickets for all migration releases to include high level description of what is planned for the release as soon as a target date has been established for a change.
521.00	The EDESuite contractor shall update CCM tickets when contents of a release change due to schedule slippages or other requests per FSA prioritization.
522.00	The EDESuite contractor shall conduct an initial review of the EDESuite database structure upon contract inception and shall support any future updates to the database schema using a standard schema modeling tool approved by FSA.
523.00	The EDESuite contractor shall perform functional and physical configuration audits, and provide the results of those audits to the FSA Enterprise Configuration Management Team.
524.00	The EDESuite contractor shall maintain traceability of configuration items, including baselines and builds, to support all the functions of the Lifecycle Management Methodology.

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600_Security

Security
Req #	General Requirements
	[Security requirements to provided in a later publication.]

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700_ProjMgt

	Project Management
	Req #	Project Management and Quality Control
	700.00	The EDESuite contractor shall follow industry best practices and methodologies for project management.
	701.00	The Contractor project manager, designated as Key Personnel, shall be PMI Project Management Professional (PMP) certified or equivalent.
	702.00	The contractor shall ensure that key personnel assigned as SMEs are experienced and knowledgeable in Title IV data and programs.
	703.00	The EDESuite contractor shall institute and maintain an effective, efficient, and responsive management organization that shall oversee all contractor personnel and subcontractor resources used in the performance of this contract.
	704.00	The Contractor shall ensure that all tasks and work activities are performed in a timely and cost-effective manner, while maintaining the highest quality of performance.
	705.00	The EDESuite contractor shall identify and maintain a management structure and organization with overall control and authority for the performance of work under this contract. The Contractor's management structure and organization shall be capable of ensuring, at a minimum, that the following functional and personnel requirements are met:
	706.00	A technically proficient and professionally capable staff shall be established and maintained throughout the life of the contract.
	707.00	The contractor shall undertake efforts to minimize personnel turnover and motivate individuals to achieve excellent performance throughout the life of the contract.
	708.00	There shall be a seamless phase-in of contractor personnel without interruption to services.
	709.00	The contractor shall conduct effective management of contractor personnel to ensure an adequate level of staffing at all times.
	710.00	The contractor shall ensure consistent and accurate reporting of performance to the Government.
	711.00	Problems shall be resolved with minimal disruption to the activities being performed under the contract.
	712.00	The contractor shall identify all resources used for performance of work under the contract and their roles shall be clearly defined and communicated.
	713.00	The contractor shall create a plan for continuous process improvement activities aimed at improving both the timeliness and quality of work products.
	714.00	The contractor shall ensure that risks are properly identified, assessed, communicated to FSA, and mitigated on a continual basis.
	715.00	The contractor shall ensure that all contractual requirements are met.
	716.00	The contractor shall ensure that the implementation and management of subcontractor(s) is adequate and fosters continuity of operations.
	717.00	The Contractor shall ensure quality service is maintained throughout the life of the contract and shall prepare and implement (upon Government approval) a Quality Control Plan. The plan shall reflect the Contractor’s overall approach, internal controls, and establishment of procedures for evaluating each service under the scope of this contract (who, method, how often), for reporting to the Government, for resolving deficiencies, for identifying potential improvements, and for maintaining and making available to the Government, documentation (as listed in Deliverables Section) reflecting quality control inspections and any corrective actions taken.
	718.00	The EDESuite contractor shall participate in additional Government technical stage gates during the course of the Contract as appropriate.
		Transition Support (Phase In)
	719.00	The EDESuite contractor shall create a Transition-In plan and schedule for transitioning contract responsibilities, as well as conducting knowledge transfer activities and document review.
	720.00	The Contractor shall develop comprehensive procedures for phasing in contractor performance to the level prescribed and within the time allowed under the terms of this contract
		The period between Contract award date and Contract start date will constitute the phase-in period. During the phase-in period, the Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of this contract. The Contractor shall take all actions necessary for a smooth transition of the contracted operations.
		This period will be approximately 120 calendar days in duration. The Government will make all facilities and equipment accessible to the Contractor during the phase-in period. During the last 60 days of the phase-in period, the Contractor's management personnel will be permitted to observe any on-going operations, as approved by the CO.
		During the phase-in period, the Contractor shall at a minimum:
•	Establish a Contractor’s Project Management Office to coordinate phase-in tasks and to be the single point of contact for the Government during the phase-in.
•	Recruit and hire necessary personnel.
•	Obtain all required certifications and clearances, including personnel security clearances
•	Participate in development of joint inventories and sign for Government furnished property/equipment/information.
•	Develop and submit any required deliverables.
•	Attend post-award meetings as required
•	Accomplish necessary training to support the operations and maintenance functions.
		Transition Support (Phase Out)
		The Contractor shall develop a Phase-Out Plan to affect a smooth and orderly transfer of contract responsibility to a successor. The plan shall fully describe how the Contractor shall, at a minimum, approach the following issues: employee notification; retention of key personnel; turn-over of work-in-progress, inventories, and Government property; removal of Contractor property; data and information transfer; and any other actions required to ensure continuity of operations.
		The Contractor’s Phase-Out Plan shall, at a minimum, require that the incumbent and the Government conduct an inventory before the conduct of a joint inventory between the incumbent and the successor Contractor. The Plan shall, at a minimum, also include: reconciliation of all property accounts, requisitions, and work-in-progress; turn-in of excess property; Contractor work areas’ clean-up; provision for training of the successor’s personnel on Government furnished information systems used in performance of this contract, specialized equipment, utilities systems, and ongoing work that the successor would be required to complete; and, security debriefings in accordance with FSA security procedures for incumbent personnel holding security clearances.
		Sixty calendar days prior to the completion of this contract (to include option periods), an observation period shall occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent contractor. This will allow for orderly turnover of facilities, equipment, and records and will help to ensure continuity of service. The Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding contractor. The Contractor shall fully cooperate with the succeeding contractor and the Government so as not to interfere with their work or duties.
		Confidentiality and Non-Disclosure
		Any Department of Education or FSA proprietary information, data, and/or equipment that the Contractor has been granted access by FSA to perform work under this <insert contract type here>, shall be returned to FSA when no longer required to perform work under this order. The public release of the above FSA Proprietary information must be authorized in writing by the Contracting Officer.
		The component parts of this effort and reports are expected to contain highly sensitive information that may act as a guide for hostile entities to cause harm to the Department’s critical infrastructure. Any such information made available in any format shall be used only for the purpose of carrying out the provisions of this agreement. Such information shall not be divulged or made known in any manner to any person. The Contractor shall immediately notify the Contractor Program Manager, the Contractor on-site Manager, the COR, the FSA and the Contracting Officer upon discovery of any inadvertent disclosures of information. The Contractor shall not retain any information regarding vulnerabilities, to include summaries, the actual vulnerability report, etc., at the end of the task order. All information arising from this task, both hard copy and electronic, shall be returned to the COR and FSA at task completion.
		The Contractor must agree that:
		The draft and final deliverables and all associated working papers and other materials deemed relevant by FSA that have been generated by the Contractor in the performance of this task order are the property of the U.S. Government and must be submitted to the FSA at the conclusion of the tasks.
		All documents produced for this project are the property of the U.S. Government and cannot be reproduced or retained by the Contractor. All appropriate project documentation will be given to the Department of Education during and at the end of this contract. The Contractor will release no information. Any request for information relating to this Statement of Work presented to the Contractor must be submitted in writing to FSA via the CO, who in turn will provide a written response. The Contractor employees must sign Non-Disclosure Statements, under each assigned Individual BPA Call Order.
		Lifecycle Management Methodology (LMM)
	721.00	The contractor shall comply with the FSA’s Project Governance Model (aka LMM/ Lifecycle Management Methodology) , which defines the control level activities and a minimum set of documentation requirements to successfully oversee the development and implementation of a solution. Refer to the Lifecycle Management Methodology section of the Federal Student Aid Technology Office Reference Library for additional information. https://fsa.share.ed.gov/LMM/SitePages/LMM_Home.aspx
	722.00	The EDESuite contractor shall incorporate the appropriate plans, phases, activities, products, and stage gate reviews into its project plan for this Contract. The Contractor shall incorporate only those components that are relevant to the size, scope, and complexity of the activities for this Contract.
	723.00	The EDESuite contractor shall participate in technical and management stage gate reviews that will be conducted during the course of various change projects to ensure that the results of the various tasks and activities are acceptable to all project participants and that the project should proceed.
	724.00	Documentation created by the contractor as part of this Contract shall comply with the templates contained within FSA's Lifecycle Management Methodology. Depending upon the specific needs of each task order or "mod" however, the FSA program office and vendor may agree to modify these templates on a mod by mod basis.
	725.00	If the contractor proposes use of their own development lifecycle management methodology, the contractor shall provide a Lifecycle Management Methodology (LMM) Compliance Matrix that details how their Systems Development Lifecycle (SDLC), activities and deliverables/work products trace to the Lifecycle Management Methodology Stages, Core Deliverables and Stage Gate Entry/Exit Criteria.
		Data, Requirements, and Test Management
	726.00	Data and information developed, entered, and processed under this contract shall be considered Government property. All data and/or materials provided to the contractor to accomplish individual deliverables shall be returned to the Government or destroyed at the end of each applicable deliverable, unless the contractor specifically requests and receives approval from the COR to maintain copies of this data. The Contractor is responsible for distributing data and/or materials given to members of the contractor’s team. None of this data will be released to any other Government organization or other organizations of individuals without the express written approval of FSA unless otherwise specified.
	727.00	The contractor shall comply with standards for requirements management within the Lifecycle Management Methodology. Refer to the Lifecycle Management Methodology section of the Federal Student Aid Technology Office Reference Library for additional information.

https://fsa.share.ed.gov/LMM

728.00	The contractor shall comply with standards for test management within the Lifecycle Management Methodology. Refer to the Enterprise Test Management Standards for additional information.
	Performance Management
729.00	The contractor shall provide Federal Student Aid with complete copies of any System Development Lifecycle, Software Development Lifecycle, Software Engineering Handbook, Standard Operating Procedures, Corporate Policies, Quality Assurance (QA) Plans, Quality Control (QC) Plans, and similar guidance documents that relate to their solution development processes, as determined by the CO.
730.00	The contractor shall provide QA and QC records upon request by Federal Student Aid.

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800_OptDevWk

Additional Development Work
Req #	General Enhancements

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Aug 12, 2021.