Attachment_D__FSA_IGSS_IM_TO_0002_PWS.pdf

Task Order 0002, FSA IM

Attachment D

FSA Investment Management

Performance Work Statement (PWS)

Task Order: 0002

Investment Management Support Services “Subject to Availability of Funds”

Background

FSA’s Investment Management (IM) objective is to provide FSA with a well-planned and effectively managed investment management and governance process which is comprised of: portfolio management; investment prioritization; Investment

Review Board (IRB) and Investment Management Board (IMB) process facilitation; investment planning and reporting;

strategic initiative planning; project program management and oversight and reporting; project program financials; and enterprise governance. Investment Management Group (IMG) ensures the performance of these activities in support of achieving these investment management objectives.

Capital Planning and Investment Control (CPIC) is a government mandated process by which the U. S. Department of Education funds and manages its capital investments. The IMG integrates the Investment Management Process and CPIC process with strategic planning, enterprise architecture, budgeting, finance and accounting, acquisition management processes, and other governance processes used by FSA to manage its portfolio of investments. The IMG manages FSA’s Loan Segment Planning and Execution by facilitating collaboration between sponsors and various stakeholders to clearly identify and prioritize needs, research other organizations facing similar needs, and formulate the plans to address the stated needs. FSA's IMG capability will be used to enhance mission performance within the FSA business areas, aligning strategic objectives with business needs and

Information Technology (IT) resources to improve investment decision making.

Objectives

The following objectives shall be supported by this effort:

1. Effective investment management decision making

2. Effective portfolio management

Performance Requirements

The Contractor shall perform the following activities:

Activity 1: Support Investment Management Processes

The Contractor shall provide support services to assist in the execution of FSA’s current investment management processes and in collaboration with FSA stakeholders. This involves supporting internal FSA investment management activities as well as support for FSA’s execution of Education’s CPIC process, as noted above. All deliverable documents are delivered on time in publishable quality.

Deliverables:

Business Case Analysis – Qualities include:

1. Due dates determined by task lead

2. Complete thorough analysis of each major (20-25) and non-major (10-15) IT Business Case (ITBC) for content quality, completeness, and compliance with ED OCIO ITBC requirements.

3. Identify data quality issues and provide assistance to investment project managers (PMs) in correcting issues

Enterprise-level Business Case Analysis (Report) by section – Qualities include:

1. Delivered within two (2) business days after request by task lead

2. Assist with preparation of Business Case Analysis of all IT investments by section of the ITBC. This may include, but is not limited to: performance measures, risks, and project and activity tables

3. Assist with follow up communication for Business Case Analysis of all IT investments by section of the ITBC to identify weaknesses common across the IT portfolio

4. Prepare documents that will be used to determine enterprise weaknesses or strengths with the intent to improve those sections that are incomplete or of low quality across all IT investments

5. Assist in preparing recommendations for improvement that will be forwarded to investment managers

Investment Priority List (IPL) – Qualities include:

1. Upload Investment Prioritization List (IPL) and other IRB approved investment portfolio documents to IRB SharePoint site within two (2) business days of IRB decision

2. Distribute IPL with other IRB approved investment portfolio documents within two (2) business days of IRB decision to

IRB members, IMG staff, and Budget Group staff

3. Complete monthly reconciliation between investment information in EPPM and the IPL

Investment Portfolio Report – Qualities include:

1. Due dates based on business need and determined by task lead

2. Complete thorough analysis, including reconciliation, of information from the electronic Capital Planning and

Investment Control system (eCPIC), the Enterprise Project Portfolio Management (EPPM) tool, and Status of Funds

Reports (or equivalents) to determine the status of the overall investment portfolio on a quarterly basis

3. Work with task lead, IMG and Budget stakeholders to determine requirements for the Investment Portfolio Report

4. Prepare draft Investment Portfolio Report that uses the data from eCPIC, EPPM, and Status of Funds Reports (or equivalent).

5. Assist in finalizing the Investment Portfolio Report

Operational Analysis (OA) – Qualities include:

1. If OA preparation assistance is requested by IT investment PM, assist with logistics for OA meeting(s)

2. Support the task lead in the creation of an OA Plan to conduct the investment’s annual OA, which is developed using the

OCIO-IAMT OA Process Guide and Report

3. Assist in finalizing the OA Plan

4. Using the OA Plan as a guide, work with the investment PM to prepare a draft OA Report which accurately captures input from the investment team in the appropriate section of the report

5. Assist in finalizing the OA Report

Program Assessment (PA) Process, Plans, Reports and Analysis – Qualities include:

1. PA Support Plan

a. Prepare draft PA Support Plan to initiate the PA process and requirements each FY. The plan will include all aspects of the process to include: initial submissions, initial PA scores, resulting PA Action Plan responses and submissions, recording of final PA scores and process wrap reports to include a Lessons Learned document.

b. Assist in finalizing the PA Support Plan

c. Assist the task lead, as required, in any required communications to Major ITBC investment PMs

2. PA Submission Tracking Report

a. Prepare draft PA Submission Tracking Report at the beginning of the PA process each FY

b. Assist in finalizing the PA Submission Tracking Report

c. Use the PA Tracking Report during the initial PA submission phase to monitor documentation submissions to the OCIO IAMT PA SharePoint site by Major ITBC investment PMs and update the report accordingly.

d. Provide updated PA Submission Tracking Report the task lead and FSA CPIC Team weekly

e. Assist the task lead in ensuring that all Major ITBC investment PMs complete their PA documentation submissions by the OCIO-IAMT due date

3. PA Scoring Tracking Report

a. Prepare draft PA Scoring Tracking Report after the after the initial PA Reviews are conducted and initial PA

Review raw scores are returned to FSA Major ITBC investment PMs from OCIO-IAMT PA Reviewers

b. Enter the PA Review raw scores of all FSA IT investment into the report to support the following functions:

i. Determine which investments’ must provide a draft PA Action Plan response according to the requirements and schedule of the OCIO-IAMT.

ii. Provide support, as requested, to Major ITBC investment PMs in developing new or revised documentation to address OCIO-IMAT reviewer findings

iii. Monitor the progress of the PMs in the completion of the PA Action Plan responses within the report

iv. Provided updated PA Scoring Tracking Report weekly to the task lead and FSA CPIC Team

v. Support communications to Major ITBC investment PMs of PA Action Plan response progress, offers of assistance and other PA Process announcements as directed by the task lead

vi. Support the analysis of each PA performance area to identify any project documentation weaknesses common across the Major ITBC investment portfolio and recommend corrective actions

vii. Prepare draft PA Process Lessons Learned Report containing recommendations for improvements, which are prioritized by potential impact on OMB IT Dashboard CIO score

viii. Assist in finalizing the PA Process Lessons Learned Report

4. Anticipated OCIO Ratings Report

a. Complete thorough analysis on the impact of final PA scores on the OCIO Rating on OMB IT Dashboard

b. Prepare a draft Anticipated OCIO Ratings Report for each of the Major ITBC investments using a CIO Rating methodology provided by the task lead

c. Assist in finalizing the Anticipated OCIO Ratings Report

Enterprise Sequencing Plan – Qualities include:

1. Deliver draft of Enterprise Sequencing Plan (ESP) Visio diagram, MS Project file and change log by the 15 th of each month

2. Assist in finalizing Visio diagram, MS Project file and change log using feedback from various stakeholders

3. Maintain Visio diagram, MS Project file and change log

4. Track and report status of open action items on change log on the 1 st and 15 th of each month

FSA Investment Requests (IRs) Review – Qualities include:

1. Produce semi-annually a binder of all Investment Requests (approximately 170 for each occurrence) including;

downloading of IRs, printing, consolidating and organizing printed material, creating binders, and distributing binders

2. During select phase of the investment review cycle, produce additional downloads of IRs (equivalent of 250) for IMG and Budget Group

Baseline Change Requests (BCRs) – Qualities include:

1. Due dates based on business need and determined by task lead

2. Using IRB Decision Record Memo(s), ensure BCR(s) are completed in eCPIC and EPPM to reflect the IRB decision(s)

3. Facilitate review and completion of IRB-approved eCPIC and EPPM BCRs with investment managers/PMs and IMG

4. Monitor and report on the completion of updates to investments in EPPM and eCPIC

Capital Planning and Investment Control system (eCPIC) Monthly and Quarterly Compliance Reports – Qualities include:

1. Due in the first (1) week of every month: generate and send requests to each major IT investment PM the required monthly updates to their business cases. This same request is sent quarterly to each non-major IT investment PM.

2. Due by the 15 th of every month: create and analyze a CPIC compliance report for each investment. Conduct an analysis of each investment PMs ITBC updates to determine: (1) updates were made; (2) updates are accurate as much as can be determined; and, (3) whether the PM certified that the updates have been made. If the updates are deficient in any way, the PM is notified immediately and additional support is provided as needed. If the 15 th falls on a weekend or Federal holiday, the monthly report is due by the next business day

3. Using the Compliance Report and information provided by the investment PM, support the task lead in responding to any investment that receives an OMB warning or error report based on the data submitted during the monthly or quarterly updates to the OMB IT Dashboard.

Capital Planning and Investment Control system (eCPIC) Data Calls – Qualities include:

1. Prepare draft CPIC Data Call Logging and Tracking Process Report for the FSA CPIC Team.

2. Assist task lead in finalizing the CPIC Data Call Logging and Tracking Process Report

3. Enter data call request into the report. Data calls can come from, but are not limited to, Department of Education, FSA

Stakeholders, OIG, GAO, etc.

4. Review data call request with FSA CPIC Team and complete updates to the report using eCPIC functionality

5. Data call requests may require consultation with other entities within FSA if the requested data is not contained within eCPIC. If that is the case, the FSA CPIC Team will coordinate with appropriate FSA Staff.

Activity 2: Provide Support to Investment Governance Bodies

The contractor shall provide support services to the FSA Investment Management Group to manage the IRB and IMB and associated staff support meetings

Deliverables:

Schedule rooms – Qualities include:

1. Due at least five (5) business days prior to meeting

2. Rooms are scheduled and confirmed and meeting participants are notified

Meeting materials – Qualities include:

1. Due within two (2) business days prior to the meeting

2. Prepare meeting materials by consolidating input from multiple sources and ensuring that any printed materials are available for the meetings and electronic copies are provided to all board members and identified stakeholders

Meeting minutes – Qualities include:

1. Deliver to IRB Secretary, IMB Chair, and participants of support staff the draft meeting minutes with two (2) business days

2. Finalize meeting minutes within two (2) business days after receiving feedback

3. Post final meeting minutes on appropriate SharePoint sites

4. At a minimum, the minutes should record the date, time, attendees, purpose of meeting, and capture accurately the key discussion points, decisions, and action items in Word format

Action Item Log – Qualities include:

1. Record all action items for all IRB, IMB and support staff meetings within five (5) business days after meeting

2. Maintain action items in each of the three (3) Action Item Logs

3. Post Action Item Logs to appropriate SharePoint sites within five (5) business days after the meeting

4. Action Item Logs delivered in Excel format

Decision Record Memos – Qualities include:

1. Draft Decision Record Memos (DRM) based on a template created by IMG within one (1) business day of IRB decision.

2. Post final DRM to appropriate SharePoint site within one (1) business day

FSA-IRB Support mailbox – Qualities include:

1. The contractor shall maintains the FSA-IRB Support mailbox

2. Response, or disposition of all emails received is completed within one (1) business day

Key Personnel

The following positions are considered key personnel for this effort:

Project Control Specialist

IT Strategic/Capital Planner

Program Administration Specialist