FMS PWS 04-16-2024.pdf

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology Financial Management Product Line

Financial Data Reconciliation Support Services

Date: April 16, 2024

VA-24-00065607

PWS Version Number: 1.0

TABLE OF CONTENTS

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

3.1 APPLICABILITY

3.2 ORDER TYPE

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL

4.4 KEY TECHNOLGIES

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

5.1.2 REPORTING REQUIREMENTS

5.1.3 TECHNICAL KICKOFF MEETING

5.1.4 MANDATORY TRAINING

5.1.5 ONBOARDING

5.2 FMS, MINX, AND FRDW SUPPORT

5.2.1 FM OPERATIONAL ENVIRONMENT PROJECT STATUS MEETINGS

5.2.2 FMS PRODUCTION SUPPORT WITH WARRANTY SERVICE

5.2.3 FMS ANNUAL CLOSE SUPPORT

5.2.4 MINX AND FRDW FINANCIAL DATA MANAGEMENT SUPPORT

5.3 RISK MANAGEMENT

5.4 OPTIONAL TASKS

5.4.1 OPTIONAL TASK ONE: BASELINE AND TRAINING

5.4.2 OPTIONAL TASK TWO: REQUIREMENTS UPDATES SUPPORT

5.4.3 OPTIONAL TASK THREE: APPLICATION INTEGRATION

5.4.4 OPTIONAL TASK FOUR: PRODUCT DEFECT REMEDIATION AND

ENHANCEMENTS

5.4.5 OPTIONAL TASK FIVE: AD HOC FINANCIAL SYSTEMS ASSISTANCE

5.4.6 OPTIONAL TASK SIX: TRANSITION OUT SUPPORT AND TRANSITION OF

ASSETS

5.4.7 OPTIONAL TASK SEVEN: FMS AND OPEN SYSTEMS (MINX, FRDW, FRN,

FTW) ADMINISTRATIVE SUPPORT TASKS

5.4.8 OPTIONAL TASK EIGHT: MINX AND FRDW SUSTAINMENT SUPPORT

5.4.9 OPTIONAL TASK NINE: FMS SUSTAINMENT, MOCK CLOSE & ANNUAL

CLOSE SUPPORT

5.4.10 OPTIONAL TASK TEN: FINANCIAL AUTOMATION TOOL (FAT) SUPPORT

5.5 OPTION PERIOD(S)

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 VA TECHNICAL REFERENCE MODEL

6.1.2 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM) .36

6.1.3 INTERNET PROTOCOL VERSION 6 (IPV6)

6.1.4 TRUSTED INTERNET CONNECTION (TIC)

6.1.5 STANDARD COMPUTER CONFIGURATION

6.1.6 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT LINE

MANAGEMENT (PLM)

6.1.7 PROCESS ASSET LIBRARY (PAL)

6.1.8 AUTHORITATIVE DATA SOURCES

6.1.9 SOCIAL SECURITY NUMBER (SSN) REDUCTION

6.2 SECURITY AND PRIVACY REQUIREMENTS

6.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

6.3 METHOD AND DISTRIBUTION OF DELIVERABLES

6.4 PERFORMANCE METRICS

6.5 FACILITY/RESOURCE PROVISIONS

6.6 GOVERNMENT FURNISHED PROPERTY

6.7 SHIPMENT OF HARDWARE OR EQUIPMENT

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

LANGUAGE

ADDENDUM C – ACRONYMS

1.0 BACKGROUND

The mission of the Department of Veterans Affairs (VA), Office of Information and Technology (OIT), Software Product Management (SPM) Division is to design, deliver, and maintain products and services efficiently to maximize positive impact to Veterans’ health, dignity, and resources.

VA is the second largest employer of Cabinet-level Departments, employing over 500,000 employees, 150,000 contractors and up to 150,000 affiliates on any given day that use VA's financial products to execute the business of the VA to ensure VA meets its financial obligations to support and care for our Veterans. Its mission is to provide health, education, disability, funerary, and financial benefits earned by Veterans of the United States Armed Forces. VA operates networks that include over 1,000 healthcare facilities, , 120 National Cemeteries, and 58 Regional Offices that administer compensation, pension, education, insurance, and loan guaranty programs.

As of September 30, 2023, VA had total budgetary resources of $301 billion dollars, including assets and liabilities of $141 billion and $7.3 trillion dollars, respectively.

Financial Management System (FMS) is the VA’s core legacy financial and accounting system, recording financial transactions for operations supporting all VA administrations, staff offices, and program offices in the delivery of healthcare, benefits, and services to our Veterans. Without this mission critical key financial system, there is no track of any transactions, and must needed for VA, which has an impact on the Veterans.

FMS also maintains historical data for program offices that have transitioned to the new accounting system, Integrated Financial & Acquisition Management System (iFAMS), such as National Cemetery Administration (NCA), a portion of VBA, and several major staff offices (e.g., OM, OIG, OIT and OALC). Regardless of the transition to iFAMS, most VA’s financial transactions still occur (and users still reside) in FMS.

The services provided for the VA will ensure that VA’s FMS financial data is properly secured at transit and at rest in its proper locations, supports completing critical federally required financial reporting, and is able to quickly reconcile financial data anomalies across the enterprise.

Figure 1. FMS Interface Flow

2.0 APPLICABLE DOCUMENTS

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

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements for Cryptographic Modules”

4. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

5. FIPS Pub 200, “Minimum Security Requirements for Federal Information and

Information Systems,” March 2006

6. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and

Contractors,” August 2013

7. 10 U.S.C. § 2224, "Defense Information Assurance Program"

8. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

9. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of 2006, Title IX, Information Security Matters

10. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

11. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

12. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

13. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5,

14. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” January 18, 2017

15. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

16. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed

Services (CHAMPUS)”

17. NIST SP 800-66 Rev. 1, “An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule,” October 2008

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended, January 18, 2017

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

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

21. VA Handbook 6500, “Risk Management Framework for VA Information

Systems VA Information Security Program,” February 24, 2021

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” March 12, 2019

23. VA Handbook 6500.5, “Incorporating Security and Privacy into the System Development Lifecycle,” March 22, 2010

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

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

26. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018

27. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

28. OIT Process Asset Library (PAL), https://www.va.gov/process/ . Reference

Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

29. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

30. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment,” October 15, 2014

31. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact Assessment,” July 30, 2015

32. VA Handbook 6510, “VA Identity and Access Management,” January 15, https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm http://www.va.gov/vapubs http://www.va.gov/vapubs https://www.va.gov/process/ https://www.va.gov/process/maps.asp https://www.va.gov/process/artifacts.asp https://www.va.gov/trm/TRMHomePage.aspx

33. VA Directive and Handbook 6513, “Secure External Connections,” October 12, 2017

34. VA Directive 6300, “Records and Information Management,” September 21,

35. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

36. NIST SP 800-37 Rev 2, “Risk Management Framework for Information

Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

37. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

38. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

39. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-

12) Program,” March 24, 2014

40. 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

41. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

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

43. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011, (NOTE: Part A of the FICAM Roadmap and Implementation Guidance, v2.0, was replaced in 2015 with an updated Architecture (https://arch.idmanagement.gov/#what-is-the-ficam-architecture)

44. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access“ June 2018

45. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

46. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

47. NIST SP 800-164, “Guidelines on Hardware-Rooted Security in Mobile

Devices (Draft),” October 2012

48. Draft National Institute of Standards and Technology Interagency Report

(NISTIR) 7981, “Mobile, PIV, and Authentication,” March 2014

49. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland

Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

50. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

51. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://arch.idmanagement.gov/#what-is-the-ficam-architecture https://arch.idmanagement.gov/#what-is-the-ficam-architecture https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

52. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

53. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

54. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

55. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

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

57. Executive Order 13834, “Efficient Federal Operations,” dated May 17, 2018

58. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August

2, 2001

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

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

61. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote

Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

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

63. “Veteran Focused Integration Process (VIP) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

64. VA Memorandum “Proper Use of Email and Other Messaging Services,”

January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

65. “DevSecOps Product Line Management Playbook” version 2.0, May 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

66. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

67. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol

Version 6 (IPv6),” November 19, 2020

68. Social Security Number (SSN) Fraud Prevention Act of 2017

69. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23,

3.0 SCOPE OF WORK

The Contractor shall provide dedicated staff with experience supporting, operating, and maintaining VA core financial systems (which includes FMS, MinX, and FRDW) and the numerous interfaces that integrate daily with VA financial systems. This includes a detailed understanding of how financial transactions and data are processed by VA’s financial community, which is comprised of the Administrations, Staff Offices, Office of Finance (OF) and the Financial Services Center (FSC). It also includes a detailed understanding of how OF’s suite of systems and tools are used to process all financial transactions and data from source points to end points.

The Contractor shall have a detailed knowledge of current database table structure and relationships (See Figure 1 for a comprehensive drawing of the table and a wire diagram of the IT infrastructure that supports OF’s operational environment). Given the https://www.cisa.gov/publication/tic-30-core-guidance-documents https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946 age of FMS, the system is prone to system abends during nightly processing of financial transactions from interfaces supporting al VA administrations and staff offices. Long periods of downtime or frequent downtimes would catastrophically impact Veterans and their caregivers to obtain timely health care and benefits. System downtime is a severe risk to VA’s operations and its ability to demonstrate sound financial stewardship. A system failure would absolutely erode the trust that millions of Veterans and the American public has for the Department. Given how customized the FMS system has become, the Contractor must have knowledge of the system’s idiosyncrasies and processes and an intimate knowledge of how data flows from source points to endpoints via the many integrations from FMS users. In addition, FMS is a customized version of American Management Systems Federal Financial Services (AMS FFS) that is no longer supported by the software vendor. The software has been heavily customized over its lifespan to fit the specific needs of VA, including the numerous feeder systems (several of which are also legacy systems) that interact with FMS. As such, the Contractor must have proficient knowledge and understanding of the customized software and interfacing systems. This knowledge and understanding can only be gained through many years of experience with VA specific systems and architecture.

The contractor shall independently recover from a system failure in an expeditious manner as to not severely impact VA financial activity. Recovering from any system error in a customized version of FFS software is extremely complicated. The contractor must have the knowledge and skills to recreate data from print file, compare the data to interface files, create the load file that shall be input, and ensure the table and journal data are balanced. The contractor may need to provide instruction to mainframe system operators when dealing with system and security issues related to the FFS software.

The contractor must have a financial background to ensure that recovery complies with all financial laws, conforms to generally accepted accounting principles, and can be validated by an independent group. The contractor must perform service request and/or data-fixes to fix identified system bugs or items identified by management.

VA utilizes Management Information Exchange (MinX), an Oracle Hyperion Financial Management (HFM) software to prepare mandated financial reports. MinX receives daily interface files from FMS and iFAMS and consolidates accounting data to produce VA’s core financial statements to support VA’s audited financial statements as well as external reporting to Congress, the Office of Management and Budget (OMB), and the Treasury Department. MinX is also capable of making closing adjustments for month, quarter, and yearend reporting. VA’s financial statements and associated accounting processes are subject to an annual financial statement audit by VA’s external auditors through VA’s Office of Inspector General. The timeliness, integrity and auditability of VA financial operations is of the utmost importance, as an audit failure would result in loss of confidence in the stewardship of VA entrusted resources, resulting in a negative press overall for VA. As of September 30, 2023, VA has maintained a clean audit opinion for the 25th consecutive year which is a significant milestone that VA must sustain each year.

The Contractor shall have technical knowledge of Treasury’s United States Standard General Ledger (USSGL) and financial statement crosswalks, VA-specific accounting and structure, and how associated data relates to the financial systems and tools VA OF uses to maintain compliance with financial audit and accounting standards OMB, Treasury, Federal Accounting Standards Advisory Board, etc.

a. The Contractor shall implement mandated accounting and reporting requirements (that involve data-related configuration changes) from central agencies such as Treasury on an as needed basis and in a timely manner. This also includes having a comprehensive knowledge and understanding of existing system workarounds within FMS, MinX, and Financial Reporting Data Warehouse (FRDW) that have been implemented to comply with mandated requirements and to maintain VA’s legacy system. The

b. Contractor shall be responsible for assessing and confirming the feasibility of implementing accounting configuration changes with potential implications to

FMS.

c. The Contractor shall analyze and reconcile year-end issues impacting the annual close processes and continuously assess processes to determine improved efficiencies and/or enhancements.

d. The Contractor shall provide support for the financial statement audit and remediation of financial audit findings, as appropriate.

e. The Contractor shall provide advisory service on financial system related items.

f. The Contractor shall support the intake, prioritization, and delivery of business needs.

g. The Contractor shall support and oversee initiatives and epics through initial business need definition, prioritization, and execution.

h. The Contractor shall identify dependencies, inputs, and outputs, the timeline for completion of integrated efforts, and processes to manage the overall integrated effort.

i. The Contractor shall adhere to the Office of Information & Technology Product Line Management (OIT PLM) Playbook and adopt modern practices to continuously improve VA experiences through a combination of people, processes, and technology.

3.1 APPLICABILITY

This Task Order (TO) effort PWS is within the scope of the GSA-FSS Basic PWS.

3.2 ORDER TYPE

The effort shall be proposed on Firm Fixed Price (FFP). Travel shall be on a Cost Reimbursable basis.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The PoP shall be 12 months from date of award, with up to four (4) 12-month option year and ten (10) optional tasks, to be exercised at the Government’s discretion.

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

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

Holiday Day of Year New Year's Day January 1 Juneteenth June 19 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:

Holiday Day 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 at Contractor facilities. It is expected that this work shall be primarily conducted during core business hours, which are defined as 6:00 AM to 5:30 PM Central Time and 24/7 whenever the system experience issues.

The Contractor shall identify the Contractor’s place of performance in their Task Execution Plan submission.

The Contractor shall identify the Contractor’s place of performance in their proposal submission.

4.3 TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, throughout the PoP under Cost Reimbursable (CR) basis. Travel shall be Cost Reimbursable with a not-to-exceed ceiling on travel expenses per year. The Government encourages maximum utilization of teleconferencing and video conferencing for meetings. The Government anticipates travel may be required in support of meetings, training, presentations, or briefings with project stakeholders including project team members, VA management, and VA customers impacted by business, functional, product, and process requirements.

Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the Contracting Officers Representative (COR). Travel and per diem shall be reimbursed in accordance with FTR. The Contractor shall provide cost estimates with each travel request. Each Contractor invoice shall include copies of all receipts that support the travel costs claimed in the invoice. The Government shall not reimburse local travel within a 50-mile radius from the Contractor’s facility. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility shall not be reimbursed.

Include all estimated travel costs in your firm-fixed price line items. These costs shall not be directly reimbursed by the Government.

Location Number of Trips Duration Washing DC, Virginia 4 to 6 4 days Austin, Texas 4 to 6 4 days

Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR. Contractor travel within the local commuting area shall not be reimbursed.

4.4 KEY TECHNOLGIES

Primary production FMS software architecture used with FMS, MinX, and FRDW includes:

a. IBM Mainframe – Z/OS

b. IBM System z Job Control Language (JCL)

c. IBM System z Time Sharing Option (TSO) and Interactive System

Productivity Facility (ISPF)

d. IBM System z Customer Information Control System (CICS)

e. Common Business Oriented Language (COBOL)

f. CA-7 Batch Scheduler or any replacement/equivalent of CA-7

g. Virtual Storage Access Method (VSAM)

h. Integrated Database management System (IDMS)

i. Statistical Analysis System (SAS)

j. Oracle Hyperion Financial Management (HFM)

k. Oracle Analytics Server

l. Informatica Power Center

m. Oracle Database

n. Unix/Linux

o. Keysight Eggplant

p. Endeavor or equivalent of that tool

q. WebLogic Oracle HTTP Server (OHS)

r. Apache Web Server

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall use an agile approach to continuously deliver value across VA’s financial management community. The Contractor shall ensure adherence to VA governance, standards, and training. Should the system cease to operate and if any data related issues are encountered, the Contractor shall commit to fix FMS within the Service Level Agreement (SLA) timeframe. The Contractor shall provide day-to-day financial data management solutions and support on FMS, MinX, and FRDW environment.

The Contractor shall have a detailed knowledge of current database table structure and relationships for a comprehensive drawing of the table and a wire diagram of the IT infrastructure of FMS, MinX, FRDW that supports OF’s operational environment)

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall plan, govern, coordinate, execute, and report on all tasks and activities performed under this TO. The Contractor shall assure VA compliance, measure performance, and report on all activities for delivery. The Contractor shall deliver a Contractor Project Management Plan (CPMP) to convey the Contractor’s approach on how it plans to provide the project management for the performance of this TO. In addition, the CPMP shall include a section for each system which shall contain information about the applicable contract line items, standing meetings, processes that vary from the overall contract management strategies, and how the Contractor intends to coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP.

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should 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 ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA PM approved CPMP throughout the PoP.

Deliverable:

A. Contractor Project Management Plan

5.1.2 REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Status Report 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. Change tracking, except where noted, is not required.

These reports shall provide accurate, timely, and complete product/project information.

The detail and technical level of this report shall be appropriate for VA management and shall summarize, not replicate, the information contained in Jira or other VA approved issue and project tracking software.

The Monthly Status Report shall include the following data elements by the supported system:

a. High-level schedule and milestones from the current reporting period (i.e., the prior month) through two months in the future

b. Epics or similar work completed and in progress

c. Work planned for the subsequent two months, when applicable

d. Team staffing, with changes from prior month highlighted

e. Risks and issues:

i. Contract-related issues uncovered during the month and especially highlight those areas with a high probability of impacting schedule, cost or performance goals and their likely impact on same

ii. Explanations for any unresolved issues, including possible solutions and any actions required of the Government and/or Contractor to resolve or mitigate the issue, including a plan and timeframe for resolution

iii. Status on previously identified issues, actions taken to mitigate the situation and/or progress made in rectifying the situation

iv. Documentation of resolved issues and steps taken to remediate such issue

f. Original schedule of deliverables and the corresponding deliverables made during the current reporting period

g. Documentation of resolved issues and steps taken to remediate such issue should be provided

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 their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor shall keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

A. Monthly Status Report

5.1.3 TECHNICAL KICKOFF MEETING

A technical kickoff meeting shall be held within 10 days after TO award. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer (CO), as the Post-Award Conference Chairperson, the VA PM, as the Co-Chairperson, the Contract Specialist (CS), and the COR(s). The Contractor shall provide a draft agenda to the CO and VA PM at least five (5) calendar days prior to the meeting. Upon Government approval of a final agenda, The Contractor shall distribute to all meeting attendees. During the kickoff meeting, The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, The Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting and the following statement: As the Post-Award Conference Chairperson, I have reviewed the entirety of this presentation and assert that it is an accurate representation and summary of the discussions held during the Technical Kickoff Meeting. The Contractor shall submit the Final Kickoff Presentation to the CO for review and signature within three (3) calendar days after the meeting. The Contractor shall also work with the CS, the Government’s designated note taker, to prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR(s) and all attendees within three (3) calendar days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

A technical kickoff meeting shall be held within 10 days of the PoP start date for all Optional Tasks, including award of a new or renewal of an Optional Task for continuation of support services.

Deliverable:

A. Kickoff Summary Report B. Final Kickoff Presentation

5.1.4 MANDATORY TRAINING

The Contractor shall submit all on-boarding paperwork and documentation as required by all applicable VA onboarding requirements, including but not limited to VA Directive 0710, as well as documentation specifically requested by the COR, to ensure the timely on-boarding of contractor staff. Additionally, the Contractor shall submit Talent Management System (TMS) training certificates of completion for VA Privacy and Information Security Awareness and Rules of Behavior and Health Insurance Portability and Accountability Act (HIPAA) training and provide signed copies of the Contractor

Rules of Behavior in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security.”

The Contractor shall be required to complete all necessary training courses to obtain access to and utilize appropriate tools, upon concurrence by the COR. Contractors who have completed these VA training courses within the past 12 or 24 months, depending on the training requirements, and have furnished training certificates to VA, will not be required to re-take the training courses.

Deliverable:

A. VA Training Certificates B. Signed Contractor Rules of Behavior

5.1.5 ONBOARDING

The Contractor shall manage the onboarding of its staff. Onboarding shall include steps to obtain a VA network and email account, complete training, initiate background investigations, and gain physical and logical access, which may include elevated privileges to the necessary development and test environments for the various systems to be enhanced.

A single Contractor Onboarding POC shall be designated by the Contractor who tracks the onboarding status of all Contractor personnel. The Contractor Onboarding POC shall be responsible for the accurate and timely submission of all required VA onboarding paperwork to the COR or their onboarding designee. The Contractor shall be responsible for tracking the status of all their staff’s onboarding activities. This shall include VA Privacy and Information Security Awareness training, Rules of Behavior, fingerprints, background investigation submission and status, GFE request, signature for GFE, Personal Identity Verification (PIV) card, Active Directory account, Remote Access Request, Elevated Privileges Request per environment, VA Tools training, and any other information deemed necessary for tracking by the Contractor, VA OIT PM, or

COR.

The Onboarding Status Report shall contain:

1. Full name of team member onboarding or onboarded

2. Role on project

3. Company

4. Contact numbers

5. Email addresses (VA and Contractor)

6. Security Clearance Level requested and status

7. Indicator for elevated access privileges (if required)

8. PIV card Number

9. PIV card expiration date

10. Government Furnished Equipment make/model (if provided to user)

11. Government Furnished Equipment Serial Number and VA equipment number (if provided to user)

12. Status of Mandatory training

The Contractor is required to execute all onboarding tasks as outlined herein within 30 days of award. Completion of onboarding tasks includes VA access and email account, PIV card, and background check documentation submitted. If the user requires Government Furnished Equipment that must be completed within 30 days. VA acknowledges that the process also requires participation from VA. Extenuating circumstances shall be adjudicated by the VA COR, but all effort must be focused on onboarding within 30 days.

A. Weekly Onboarding Status Report

5.2 FMS, MINX, AND FRDW SUPPORT

The Contractor shall provide financial data management support, troubleshooting support and technical solutions by modifying FMS code, resolve data issues, rectify human errors, and support of system software issues that include testing, risks, and IV&V approval to maintain data (financial) integrity and report accuracy of VA’s financial operational environment. This data management support must include a detailed understanding of how VA’s financial transactions are originated and fed to the core accounting and reporting systems across the entire suite of finance products used by VA’s financial community to perform VA’s vital accounting and reporting operations (see Figure 1). Detailed understanding includes the IT and accounting knowledge necessary to troubleshoot, recover, reconcile, and report on processing issues. The Contractor shall perform and drive VA’s year end activities, i.e., mock and annual close process for FMS, MinX, and FRDW products. The Contractor shall also provide support for iFAMS wave data/report(s) testing and modifications for FMS, MinX, and FRDW products. The Contractor shall provide technical and customer support to the VA staff related to the design and maintenance of MinX and FRDW to improve VA’s financial reporting capabilities.

5.2.1 FM OPERATIONAL ENVIRONMENT PROJECT STATUS MEETINGS

The Contractor shall:

a. Conduct a weekly teleconference or meeting with the VA PM and Business Owner(s) (BO) to review technical accomplishments, challenges, and issues including, issue/action Item status, and schedule progress.

b. Conduct ad hoc meetings to address specific concerns, as requested by VA’s management.

Deliverables:

A. Project Status Meeting Minutes

5.2.2 FMS PRODUCTION SUPPORT WITH WARRANTY SERVICE

The FMS Software Architecture includes a customized version of AMS FFS running on an International Business Machines (IBM) Mainframe with approximately 70 major interfaces to other systems. The Contractor’s key staff shall be able to integrate all interfaces with FMS at VA. See Section 4.4 for a list of production FMS Software Architecture. Given the age of FMS, FMS is prone to system abends during nightly interfaces.

The Contractor shall provide production support that includes warranty service for FMS.

FMS is a customized version of AMS FFS that is no longer supported by the software vendor. The warranty and maintenance consist of develop, test, validate, and in troubleshooting the FMS system software components as well as data issues to restore full operation and accessibility to the original configuration prior to the error to the Operation and Maintenance (O&M) support team.

The Contractor shall coordinate with VA and the O&M contractor to perform the following:

a. Provide warranty for FFS software. The Contractor key staff shall have experience and technical expertise troubleshooting errors timely and accurately per SLA, must have proficient knowledge and understanding of the customized software and interfacing systems. The Contractor staff is responsible to quickly resolve FMS system issues and make sure the system remains operable.

b. Analyze, and resolve identified FMS data/report issues.

c. Create, modify, test, and validate FMS tables built with Virtual Storage

Assess Method (VSAM).

d. Develop SAS reports and queries.

In order to resolve FMS system issues,

• If it is an infrastructure/hardware/storage issue: The Contractor shall work with the Austin Information Technology Center (AITC) Infrastructure Operations personnel, located in Austin, Texas, who is responsible for the oversight of all hardware, telecommunication systems, and Mainframe Operating System configuration management. The contractor shall also work with other contractor(s)/teams/vendors that supports the FMS sustainment. This will be multiple team efforts (Application Vendor, Sustainment Vendor, Infrastructure Operations teams, and additional teams if required like Accounting Systems Oversight Section (ASOS), OM).

• If not related to infrastructure issue: The contractor shall work with other contractor(s)/teams/vendors that supports the FMS sustainment. This will be multiple team efforts (Application Vendor, Sustainment Vendor, and additional teams if required like ASOS, OM).

The Contractor shall provide day-to-day financial data management solutions and support on the FMS production environment. Normal work period shall be 6:00AM Central Time (CT) to 5:30PM CT Monday Friday. The Contractor must be available to provide support 24 hours a day x 7 days a week x 365 days per year and respond to requests for maintenance within one hour of the initial notification from VA. Additional hours are required during Year End activities.

The Contractor shall:

a. Provide data/report maintenance and corrective modification support of VA’s FMS

b. Provide Daily & Monthly Batch Support (24/7 support when requested by Government personnel)

c. Support iFAMS Waves

d. Fix data related issues and abends in batch cycles

e. Resolve any abnormal events that are not abends in the batch cycle

f. IRS Form 1099 generation, production, and validation

g. Treasury, OMB, Congressional Reporting support

h. Processing of payroll transactions in an accurate and timely manner. Any issues must be resolved within 1 business day or otherwise requested by management, e.g., to meet reporting deadlines or other emerging situations

i. Support day to day reporting needs, including month and quarterly reporting needs that are internal to VA

j. Independently, to the extent possible, fix data corruption issues

k. Create data fixes scripts/test, create Project Record (PR), create Service

Request (SR)

i. Assess the feasibility of modifying interfaces or developing intermediate processing that corrects transactions prior to FMS processing

ii. Engage FMS Service to work with system owners to identify necessary changes to interface processing and track system changes to completion

l. Create/Modify/Fix COBOL and SAS issues

m. Implement required changes in code related to Treasury file corruption issues for disbursements

n. Resolve all data issues

o. Setup the corrective data, and build a data fix with documentation

p. Support with Annual Clearing & Vendor Clearing when needed

q. Support with Cerner bleed jobs whenever needed

r. Add/Modify/Delete data to tables when needed

s. Create/Modify programs related to the annual archiving/clearing of stale transactions in FMS

t. Script changes for System Assurance jobs

u. Engage Transaction Review Group members (Office of Financial Policy, Office of Financial Reporting, Financial Services Center, and Financial Management System Service) to develop a systematic process for identifying, reviewing, modifying, and validating changes to Financial

Management System transactional setup. Determine feasibility and impact of implementing each proposed change and track to completion.

v. Implement new accounting and reporting requirements mandated by the central agencies such as Treasury, OMB, GSA, FASAB, etc. This is limited to those requiring minimal system modifications. Examples include adding new USSGLs or transactions in FMS to comply with Treasury’s Financial Manual and reporting requirements, including additional reporting needs from the VA’s financial community.

i. Review Pro-Forma entries to validate proper federal and non-federal general ledger postings by Vendor Type. This includes revies of business processes that utilize Pro-Forma entries resulting in mismatched federal and non-federal general ledger postings

ii. Review Pro-Forma entries to validate consistent application of USSGL

w. Develop consolidate list of transaction activities that create budgetary to proprietary reconciliation issues

x. Provide financial reporting and system assistance needed to support audit requirements and requests

y. Provide Subject Matter Experts to represent Office of Finance interests in

VA’s ongoing FMBT efforts. Provide FMS perspective and requirements in decisions regarding the configuration of iFAMS for future waves.

z. Provide Subject Matter Experts to represent Office of Finance interests in VA’s Electronic Health Record Management (EHRM) efforts. Provide FMS perspective and requirements in the development of EHRM interfaces with budgetary and financial impact.

aa. Provide Subject Matter Experts to represent Office of Finance interests in VA’s Supply Chain Management (SCM) efforts. Provide FMS perspective and requirements in the development of SCM interfaces with budgetary and financial impact.

bb. Perform and manage all month-end related activities. Document all the work

cc. Knowledge transfer on all activities upon request

dd. RCA, Issue Paper, and PowerPoint/Similar Presentations after resolution of issues

ee. Support all data related Application Audits and Assessments, and mitigate the findings (e.g. OIG, FISMA/FISCAM, SCA, CISA etc.)

ff. Remediation of Application data related Security Vulnerabilities meets or exceeds time frames established in VA Handbook 6500 (30/60/90 days for Critical, High, and Medium severity), if applicable to the FMS product

gg. Provide Subject matter experts during any hardware or software changes in infrastructure (e.g. switching to Control-M from CA7) or any other changes to support FMS data related activities, and also guide the FMS sustainment team in their process

hh. Prepare any necessary FMS documentation upon request

The Contractor shall update the existing FMS User Guide to provide end user information on how to utilize FMS System. The FMS User Guide shall be updated as required when similar topics of questions, by end users, are being addressed. In prior fiscal years, the FMS User Guide modules were updated multiple times based on end user questions.

A. FMS User Guide

5.2.3 FMS ANNUAL CLOSE SUPPORT

The Contractor shall provide FMS support to VA’s Annual Close Team. The Annual Close Team consists primarily of the Office of Finance, Financial Service Center, and OIT. The Contractor must have sufficient knowledge and understanding of the FMS mock and annual close process and procedure, its components, and the idiosyncrasies involved to successfully perform annual close processes.

The Contractor shall provide support for the following tasks, not limited to these activities:

a. Provide advice and support on annual close requirements.

b. The Contractor shall have knowledge of the CA-7 (Schedule of Batch

Processes), or similar scheduling tool, and assist with annual close support.

c. Ensure all schedules and jobs are executed in the appropriate order and on time.

d. Supports the FMS mock and annual close events.

e. Develop ad hoc programs to identify known issues encountered during the mock/previous year annual close process to prevent reoccurrence of issues.

Such programs enhance the close team’s ability to meet extremely tight deadlines during the reporting windows.

f. When issues arise during the annual close process, The Contractor shall develop a data fix or code (e.g., perform reconciliations of journals and underlying tables) to resolve all issues. The solution must be provided in an automated manner to decrease manual processes. These issues are often time sensitive to prevent work stoppage.

g. The Contractor must be available to provide support 24 hours a day during the annual close process.

h. Document all work.

i. Knowledge transfer on all activities upon request.

j. RCA, Issue Paper, and PowerPoint/Similar Presentations after resolution of issues

5.2.4 MINX AND FRDW FINANCIAL DATA MANAGEMENT SUPPORT

The Contractor shall provide day-to-day financial data management solutions and support on the MinX and FRDW environment. Normal work period shall be 6:00AM

Central Standard Time (CST) to 5:30PM CST Monday–Friday. Additional hours are required during Year End, during reporting periods, and during unforeseen situations.

The Contractor shall provide support to include, but not limited to:

a. Resolving system failures and downtime issues

i. The Contractor shall design data format specification to be ingested into the application. Any application modification or enhancements (data manipulation / report creation / data validation) shall be performed by the Contractor. The Contractor shall resolve all issues relating to incoming and outgoing data transmissions from the application. The Contractor shall document all resolved issues and steps taken to remediate such issues.

b. Performing daily data load from various systems free of errors (e.g., FMS and iFAMS interfaces to MinX and FRDW)

i. Develop automated data-load reconciliation to demonstrate completeness and accuracy of daily interfaces

ii. Extract iFAMS and FMS data using Informatica

iii. Load iFAMS and FMS data into Oracle Analytics Server (OAS)

iv. Identify and resolve data issues from interfacing systems

v. Load data into Hyperion Financial Management (HFM)

vi. Modify/Create/Fix Metadata

c. Loading and maintaining payroll data in FRDW (data from FMS and iFAMS)

d. Perform all year end activities for FRDW

e. Review and classify all Hyperion Reporting System (MinX) adjustments

i. Work with users to gain deeper understanding of rational behind all journal voucher entries

ii. Trace fund/account data back to FMS business processes and resulting Pro-Forma Standard General Ledger postings

iii. Determine root cause of adjustments and determine corrective actions

f. Develop and update Treasury tie point reports and execute reporting at fund level to determine variances

g. Implementing new accounting and reporting requirements that entail minimal system modifications). Examples include adding new USSGLs, transactions and reports in MinX to comply with Treasury’s Financial Manual and reporting requirements, including additional reporting needs from VA’s financial community.

h. Establishing test regions in MinX for iFAMS mock testing effort

i. Generating GTAS bulk files and updates from MinX

i. Document GTAS bulk file generation process

ii. Document existing logic needed to generate the GTAS bulk file

j. Provide data output from applications in requested format per business requirements

k. Create, maintain, and update Journal Voucher Templates per business requirements

l. Provide comprehensive and understandable documentation of processes and procedures

i. Documentation of all work, tickets, and resolutions

m. Provide expert knowledge and guidance regarding VA’s reporting requirements from a systems perspective

n. Supporting Data Act requirements including system outputs

o. Loading Central Accounting Reporting System (CARS) process in MinX

p. Creating and maintaining reports

i. Ensure consistency of data structure within reports

ii. Ensure all MinX reports reconcile to data loads and existing statements.

Should discrepancies exist, The Contractor shall clearly document any differences, causes and reconciliation

iii. Ensure published prior month, quarter, and year balances/reports remain static

iv. Performs quality assurance reviews on all deliverables. Requested deliverables must be prepared accurately and timely

v. Inform VA when financial reports break accounting rules/standards

vi.…