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Attachment A
Department of Defense Inspector General (DoDIG) Performance Specification for
Enterprise Business Application Suite General Business Requirements
| Requirement |
| Description and Notes |
| Compatibility with existing OIG Microsoft CRM/xRM technology. |
| System must be able to leverage Microsoft CRM/xRM technology to ensure supportability by ISD and compatibility with existing OIG systems, and reduce cost by leveraging existing COTS software licenses. |
| Able to meet all DoD Information Assurance Requirements |
| System must be, with minimal effort, configurable to meet all DoD Information Assurance requirements, to include PKI and Security Technical Information Guides (STIGs). |
| Dashboarding |
| System must provide user-customizable dashboards and views, providing users with a work space to view personnel and asset information. |
| Duty Status Module |
| System must provide the capability to track all employees’ duty status, and provide a central duty status calendar to monitor availability of personnel and scheduling conflicts. Generate reporting statistics based on deployed strength based on time increments of up to 180 days. |
| Employee Information Center |
| System must provide employees with an individual view that displays personnel information, emergency contact information, foreign travel requests, awards, and training status. |
| Time and Attendance Tracking |
| System must be able to track employee time and attendance, request and track time off requests and overtime, allow managers to review and certify timesheets, and support timesheet administrators that assist with the timekeeping process. System must also support pay tracking and rules for law enforcement availability pay and other premium/differential pay. |
| Passport Tracking |
| System must be able to track passport and visa issuance and expiration for OIG employees. |
| Embedded processes for DoD Recruitment, Onboarding, and Outprocessing Management |
| System must provide workflows and tools to automate recruitment, onboarding, and out-processing of personnel, and provide managers with self-help capability to monitor these activities. The system must support workflows that cover the full range of activities related to onboarding, including initial requests from management, application submission, hiring, and movement into onboard status. |
| Workforce Management and Billet Tracking |
| System must provide the capability to manage the OIG workforce from the top level down, including business units, individual positions/billets, and personnel assigned to positions/billets. This capability must interact with data from Gen BR 012 to ensure minimal duplication of work. Additionally, the system must be capable of tracking employee qualifications and capabilities, and support processes to compare employee qualifications with positions to ensure best-match for alignment of personnel. |
| Education and Skill Tracking |
| System must provide a means of tracking military and civilian education, with existing lists of standard skills and qualifications, and the capability to add custom skills and qualifications, both by the individual, management, and administrative personnel. |
| Military Personnel Management |
| System must be able to manage military orders, military performance management, promotion tracking, and awards. |
| Special Pay Tracking |
| System must be able to track clothing allowances, foreign language proficiency pay, hazardous duty pay, special assignment pay, retention bonuses, availability pay, and other special pay statuses. |
| Legal Document Tracking |
| System must be able to track and restrict access to legal documents, files, and document logs. |
| Travel Operations Management |
| System must be able to provide visual representations of deployed forces and resources using SharePoint and IIS-based mapping services. |
| Training Plans |
| System must provide a central interface for assignment and management of annual and other recurring training plans for employees. |
Learning Management (see Learning Management additional requirements) Using standard DoD processes and forms, the System must provide a web based interface for training request submission and approval workflows for instructor-led training, on the job training, and training conferences. Employees must be able to track their own training progress, and managers must be able to see, manage, and approve employee training requests and plans.
| Physical Fitness Tracking |
| System must be able to track and report on the results of physical fitness testing for investigators and other applicable personnel. |
| Weapons Qualification Tracking |
| System must be able to track and report on marksmanship qualifications for investigators and other applicable personnel. |
| Medical Readiness |
| System must be able to track and report on medical readiness to monitor and identify appropriate personnel for deployment overseas. |
| Casualty Tracking |
| System must be able to track injuries and fatalities, including incident details such as date, time, circumstances, location, and type of injury. |
| Drug Testing Management |
| System must be able to randomly select names from assigned employees for drug/urinalysis testing. Historical data must be tracked and maintained for reporting. |
| Contract Management |
| System must be able to track contracts by contract number, company, primary and sub-contractor, start and end dates, annual cost, funding source, and point of contact (COR, COTR, etc.) |
| Budget Management |
| Track organizational budgets for travel, training, government purchase cards, and large acquisitions, with capability to roll up from the individual team level to divisions, components, and an agency-wide view. |
| Credit Card Management |
| Track key data points for government purchase and travel cards, including card information and usage, both by purchase amount and statement date. |
| Security Management |
| Provide central electronic filing and tracking of employee clearances and investigation/reinvestigation dates. Track security incident details, including location, personnel and/or systems involved, damage assessment, occurrence date, and resolution date. Track accountable security items, including badges, safe combinations, and credentials. Provide dashboard capability to monitor clearance level statistics, facility access, and security incidents. |
| Facility and Access Management |
| Track and maintain lists of users authorized to agency facilities and locations. Track visitor requests for access to agency facilities. Track facility clearance level, inspection dates, and contracts such as Intrusion Detection and Security Monitoring. |
| Special Access Program Management |
| Track and report on individuals with access to Special Access Programs (SAPs), and dates for inbriefs and outbriefs. |
| Asset Management |
| Track and manage acquisition requests and asset transactions from the time an item arrives, issued, and throughout the lifecycle until turned in or disposed of. Tracking and manage issuance of nonaccountable items, including clothing and other non-returnable items. System must track costs and calculate depreciation of accountable items, and investigation for lost or destroyed items. |
| Generate Accountable Property Forms |
| Using data collected in the Asset Management module, generate pre-filled DoD accountable property forms, including Hand Receipts, DD 362, DD 1348, DD 200, and DD 4949. Provide a central electronic filing location for individual hand receipts and assigned property. |
| Arms Room Management |
| Track agency arms rooms and weapons storage facilities, including authorized personnel, inspection dates, weapon check-in and check-out, individual weapon was issued to, weapon maintenance logs, rounds spent per checkout, and a calendar to facilitate the coordination of group weapons checkout for training and maintenance. |
| Vehicle Tracking |
| Track and report on the agency vehicle fleet, including vehicle year, make, model, VIN, responsible organization/individual, tag details, maintenance, and inspection information. |
| Task Management |
| Assign, track, and report on taskings assigned at Agency, Component, and individual levels. |
| Equal Opportunity Reporting |
| System must leverage metrics collected during Human Resources processes to generate quarterly and annual EEO-1 Survey to meet Federal reporting requirements. |
Technical Requirements
| Requirement |
| Description and Notes |
| 508 Compliance |
| Section 508 Accessibility Standards. Http://www.section508.gov |
| Mission Accreditation Compliance (MAC) Level – Mission Support System |
| System must meet the Information Assurance Acquisition Guide – MAC Level requirements for a Mission Support System. Guide is published by the Defense Acquisition University. |
| Provide web services using Internet Information Services (ISS). |
| System must use IIS to integrate with the existing OIG web server and Public Key Infrastructure (PKI) to ensure supportability by ISD and avoid additional costs related to integrating and supporting unfamiliar technologies. |
| Store Structured and Unstructured Data in Microsoft SQL Server |
| System must store data in SQL Server ensure supportability by ISD and avoid additional costs related to maintaining and supporting multiple technologies. |
| Privacy Impact Assessment – Personally Identifiable Information |
| System compliance with federal PII regulations. PIA assessment required. Assessment will be submitted to OIG FOIA office. |
Security Requirements
| Requirement |
| Description and Notes |
| Network Accreditation requirements |
| System must pass the DoD OIG Network Security Information Assurance Network Accreditation requirements. Requirements published by the DoD OIG IA team. |
| Implementation Security Requirements |
| System must sit behind a firewall, DMZ, and run IDS |
| Vendor / Development company origin |
| System must be an USA owned and based company, buy American Act. |
EXHIBIT A – LMS Requirements
Learning Management System Business and Technical Requirements
Business Requirements Overview
A Learning Management System (LMS) must be implemented to meet the needs of the Department of Defense, Office Inspector General (DoD, OIG) training and career development functions. The DoD, OIG needs a comprehensive automated Learning Management System that allows users to plan, approve, schedule, complete or cancel training; add new courses, revise course planning information, track budgets, track employee certifications, validate employee certification requirements, identify competencies, conduct competency gap analysis, and run standard and ad hoc reports. The system must minimally support the 4 basic capability areas required by the OIG, competency management, reporting and tracking, Individual Development Plans management, and certification management.
General Business Requirements
| Requirement |
| Description and Notes |
| Employee Development snapshot |
| Screen that contains information regarding the employee’s career goals for 1-3 years and 3-5 years, required job competencies, IDP summary snapshot, competencies to be developed, employee grade and series, education level, current status of classes, and training request. |
| Generate a Fill-able SF 182 (training request form) |
| SF-182 is the primary form in the LMS. All courses require this form to be completed for the government to accept the course registration. |
| User Guides, Manuals, System blueprints |
| Vendor must provide user guides and system administrator manuals on how to operate in the system. Provide system documentation and ERD |
| Group SF 182 Requirements remove duplicate information |
| All users can generate a group SF 182 (SF182 with multiple employees signed up for 1 class). |
| Record/Data Storage |
| All records/data must be immediately accessible in the system via search or report up to the last 5 FYs. Records/data older than 5 FY must be archived but does not need to be immediately accessible. |
| Track all employee training records |
| System must be able to track, maintain, store, and add all training requests. All training requests require SF 182 form for submission. |
| Training Calendar |
| Display Calendar of all component employees training at the Supervisor and Training Coordinator level and directorate /division /team/employee training at the supervisor level. View only feature. |
| Course Library |
| Input courses that are routinely taken by all employees into a master course library. Library will be used for selecting course and populating information on IDP and SF182. The course library must sorted by relevance to job series, competency, proficiency level and function. |
| System Generated Alert Notifications |
| System should be able to generate a notification (e.g. email) to users for actions required in the system. Notification should be sent to the user/agent next in line for training request approval, rejection, modification, and etc. |
| Scan and import forms/files into system |
| System must have the ability to import files and scanned documents. System must have the ability to attach the files to specific training records. |
| Manage Access List for OIG sponsored courses |
| System must be able to store a list of personnel enrolled to attend an OIG sponsored class. |
| Manage Wait List for OIG sponsored courses |
| System must be able to create a queue list of personnel waiting to get into an OIG sponsored class. |
| Role based permission levels |
| Requires that users only have access/permission to features, reports, data, etc. based on their role/responsibility. |
| Able to select training hours type |
| Ability to select the type of training hours that should be applied to course hours for courses not in the Course Library (i.e. Government hours, 20hr CPE, 80hr CPE, PDU, CEU) |
| Similar Class Notification Capability |
| System gives Training Coordinator or Training support team a notification of similar classes that are being applied for by multiple users. System generates a notification of related classes. |
| Incomplete warning messages for mandatory classes not completed |
| System should alert employee and training coordinator if an employee has not completed all mandatory classes. System Users must be able to configure alerts for when they want a notice. |
| Vendor provided training |
| Vendor must provide classroom training for the general users, system administration training, and provide continual online or computer based training for all employees (CBT). |
| Ability to configure alert notifications |
| Ability for system users to configure alert notifications based on specified criteria. Creator of the alert has the ability to specify who receives the alert notification based on user or roles. |
| Ability to identify employees by active or inactive status |
| Employees employment status must be able to be identified as active or inactive in the system |
| Vendor Library |
| Ability to track vendor information. Ability link vendor library to course library. |
| Ability to track and confirm completion of mandatory courses |
| User has ability to validate and confirm when they complete a course. Additionally, OIG sponsored or mandatory courses require confirmation. |
| Print Capability |
| Able to print reports, SF 182, saved attachments, IDPs |
Competency Capability
| Requirement |
| Description and Notes |
| Import, enter and edit competencies with five (5) proficiency levels |
| System should have an import and update capability to add or modify competencies and associated proficiency levels. |
| Supervisor and employee competency assessments |
| Supervisor needs to be able to provide a rating assessment of the employee competency level. Employee needs to be able to do self-assessment rating of competency. Employee has ability to keep self-assessment private and not viewable by anyone but the employee. |
| Competency Gap Reporting |
| System must be able to assess the gap (what’s needed) between the employee’s competencies and identified position competencies requirements. System should be able to produce reports based on competency gaps/needs an employee has for current training. System should also be able to aggregate competencies rating score by job series, component and entire organization. |
| Link Competency proficiency levels to courses in the library |
| Course Library should be able to store the competency proficiency level as a part of the description. |
| Capability for employee competency gap analysis |
| Should have a capability for managers to review all employees’ competency ratings and compare against position competency requirement. |
| Generate report of course recommendations based on competency gap analysis |
| Report should automatically be generated after competency gap analysis is performed that recommends courses that will help individuals to meet the position competency requirements. |
| Capability to add more detail for competencies |
| System should have the capability to add DoD OIG-unique and component-unique behavioral indicators/ descriptors to government-wide and DoD-wide competencies |
| Track changes to competency documentation |
| Documentation on development and validation of competency development including: |
· Date validated
· Organization and contact info for development and validation
· Development and validation process
Compliance with the Uniform Guidelines for Employee Selection.
DoD policy requires up-dating of competencies every 3-5 years.
| Capability to retrieve, sort, view, etc. using unique identifiers for competencies and proficiency |
| Coding scheme with various fields for occupation, not specific to an occupation, date, etc. |
Reporting and Tracking Capability
Reporting and tracking training is a vital function for the LMS. The OIG has numerous reports that it must generate for stakeholders. This feature must allow users based on roles to generate standard reports and ad hoc reports. All data in the system must be searchable and reportable.
| Requirement |
| Description and Notes |
| Survey for evaluation of training |
| System generated survey to identify quality of training received. |
| Standard Reports |
| Have a stock of reports that selected users can run at any time (e.g. certification report, CPE Deficiency report, training completion report by course and date range, missed class report, CPE history, personnel locations for classes, IDP Reports). OIG will define standard /routine reports they run. |
| Ad Hoc Reports. All data must be searchable and reportable |
| The system must have the ability to create ad hoc reports and allow user pulling the report to pull any data type in report form. Ability to save the created data query. |
| Track Professional Organizations employees are part of |
| Maintain information on individual employee’s professional memberships. |
| Post course interview questions (knowledge retention) |
| Ability to create surveys. Used to survey users several months after course to ascertain what knowledge they have retained from the course |
| Track reports, presentations, papers for certification credit |
| Ability to fill out SF 182 and attached reports, presentations, papers, etc. to the SF 182. |
System allows employee/supervisor to run reports to determine if an individual or group has completed an entire group of requirements. Used to reflect the total training requirements for a job position or certification.
Individual Development Plan (IDP) Capability The individual development plan (IDP) is the way that employees document their planned career growth through training and development. The capability should allow employees to select courses they plan by fiscal year. The employee's supervisor is able to review the employee's IDP for approval/disapproval of requested courses. From the IDP the employee can generate an SF 182 for supervisor approved course. Additionally, the IDP displays the employee's status for each course. Course statuses include (planned, requested, scheduled, disapproved, cancelled, approved, and completed). Additionally, this module allows employees to enter narrative for their Short-Term Objectives and their Long-Term Objectives.
| Requirement |
| Description and Notes |
| IDP Feed SF 182 form |
| Employee should be able to click or select an option in the course area of the IDP that will populate a SF 182 with contact and class information so user does not have to reenter the information. |
| Run course report against IDPs to identify who to send class offerings |
| Have the ability to run a report against employee’s IDPs to identify what classes are listed on IDPs. As well as the ability to run a report on personnel that have a particular class on their IDP. |
| Ability to create IDPs for future fiscal years (FY) |
| Ability to fill the IDP multiple years in advance for planning and budget purposes. |
| Ability to view previous years IDP |
| Ability to view IDP for previous fiscal years |
Certification (CPE) Capability (required module) The LMS must be able to validate if employees are meeting set criteria for mandatory certification training and hours. Employees with specific job series in the fields of audit, investigations, and information technology are required by law or regulation to meet certain certification requirements. The system must track these certification requirements for each employee in these fields.
| Requirement |
| Description and Notes |
| Track all employee certifications |
| Track all employee internal and external certifications, date received and date of expiration. Track hours towards certifications. Accept scan in documents. |
| Reminder messages (warnings) and flags for recertification |
| Send reminders to users and flag record for certifications that need to be renewed (email and in system). |
| Validation of certifications and training hours required for investigators |
| Track all mandatory certifications and level of certification that investigators are required to maintain on annual basis. Warning flags and reminder emails for certifications approaching expiration. |
| Validation of CPE training hours required |
| Every 2 years, each auditor must complete 80 hours of Continuing Professional Education (CPE). At least 20 hours of the 80-hour CPEs must be completed in each of the 2-year period. At least 24 of the 80 hours of CPE should be in subjects directly related to auditing or government environment |
Track Training Cost Capability This is the formal and informal tracking of Agency and Component training funds.
| Requirement |
| Description and Notes |
| Tracking of formally issued budget by TSD |
| System must be able to track component training budget. Link SF 182 views to the budget line. |
| Allow Components to informally track training budget |
| Allow training coordinators to track training funds. |
| Summarize total of SF 182s in-process |
| System should provide a total count of SF 182s and dollar cost of all SF 182s processed within a given timeframe. |
| Specialized Budget Summary Reports |
| Report budget summary by Component, Division, Teams, Special Funds, and Directorates |
| Run reports for auditing purposes |
| Be able to search and create an ad hoc report on any field in the FM capability. Used to conduct financial audits training. |
Technical Requirements
System Compliance Requirements
| Requirement |
| Description and Notes |
| Vendor / Development company origin |
| System must be an USA owned and based company, buy American Act. |
| GAO Yellow Book requirements validation for Auditors |
| The system must validate all Auditors Continuing Professional Education (CPE) requirements in accordance to the GAO Yellow Book standards. |
| Validation of required personnel CPEs against the DoD Cyber Investigations Training Academy (DCITA) Certification standards |
| The system must validate all required personnel Continuing Professional Education (CPE) requirements in accordance to the DCITA standards. |
| Validation Cyber Crimes Investigators CPEs against the DCIS Special Agents Manual, chapter 40. |
| The system must validate all required personnel Continuing Professional Education (CPE) requirements in accordance to the SAM chapter 40 standards. |
General Technical & Performance Requirements
| Requirement |
| Business Rules |
| Description and Notes |
| General System User Permission Levels |
| 1. *General Permission Rule - Users can only add, modify records for personnel they are responsible for. |
2. *General Permission Rule – In the SF 182 approval process, once the SF 182 record has been submitted to the agent/role next in the process, the previous agent/role cannot make add, modify or delete the SF182 record unless it is returned to them for action.
| Electronic Signature |
| 1. All forms upon submission require a government approved secure electronic stamp/signature. |
EXHIBIT A – OSEC Requirements
Office of Security (OSEC) Service System Business and Technical Requirements
Business Requirements Overview
An Office of Security Service Request System must be implemented to meet the needs of the Department of Defense, Office Inspector General (DoD, OIG) in providing better customer service functions. The DoD, OIG needs a comprehensive automated service request system that allows users to track, approve, schedule, complete or cancel training, foreign travel, credentials, visitor letters, conduct contract reviews, track budgets, track employee security clearance, validate employee security training, response to physical security issues (security container and door issues), industrial security issues, identify competencies, conduct competency gap analysis, provide survey for customer feedback, and run standard and ad hoc reports. The system must minimally support the 4 basic capability areas required by the OIG, competency management, reporting and tracking, Individual Development Plans management, and certification management. In addition the service request system must meet the general business requirements, functional requirements, and system compliance requirements identified in this requirements document.
General Business Requirements
| Requirement |
| Description and Notes |
| Employee snapshot |
| Screen that contains information regarding the employee’s security training, clearance level, foreign travel, briefings “if applicable” |
| Generate a Fill-able SF 86 |
| SF-86 is the primary form used in the OSEC office for personnel security issues. Required to be completed when conducting a background investigation by the government. |
| User Guides, Manuals, System blueprints |
| Vendor must provide user guides and system administrator manuals on how to operate in the system. Provide system documentation and ERD |
| Group SF 182 Requirements remove duplicate information |
| All users can generate a group SF 182 (SF182 with multiple employees signed up for 1 class). |
| Record/Data Storage |
| All records/data must be immediately accessible in the system via search or report up to the last 5 FYs. Records/data older than 5 FY must be archived but does not need to be immediately accessible. |
| Track all employee security training records |
| System must be able to track, maintain, store, and add all training requests. |
| Ticket creation/submission |
| All users must be able to generate/create a service request based on pre-defined categories (Information security, personnel security, physical security, industrial security, COMSEC, Special Security office, Security services” |
| Sub-categories |
| Pre-defined categories must be divided into sub-categories allowing for better service and tracking of tickets |
| System Generated Alert Notifications |
| System should be able to generate an notification (e.g. email) to users for actions required in the system. Notification should be sent to the user/agent next in line request approval, rejection, modification, and etc. |
| Scan and import forms/files into system |
| System must have the ability to import files and scanned documents. System must have the ability to attach the files to specific training records. |
| Manage Access List for OIG sponsored security courses |
| System must be able to store a list of personnel enrolled to attend an OIG sponsored class. |
| Role based permission levels |
| Requires that users only have access/permission to features, reports, data, etc based on their role/responsibility. |
| Able to select briefing hours and type (NATO, Foreign Travel) |
| Ability to select the time available to provide and attend training briefing |
| Similar briefing Notification Capability |
| System gives OSEC employee or team a notification of similar briefing that are being applied for by multiple users. System generates a notification of related briefings. |
| Incomplete warning messages for mandatory training not completed |
| System should alert employee and OSEC office if an employee has not completed all mandatory training before travel. System Users must be able to configure alerts for when they want a notice. |
| Software upgrades must be compatible with OIG infrastructure |
| Software upgrades must be provided to meet organization technical platforms. |
| Vendor provided training |
| Vendor must provide classroom training for the general users, system administration training, and provide continual online or computer based training for all employees (CBT). |
| Ability to configure alert notifications |
| Ability for system users to configure alert notifications based on specified criteria. Creator of the alert has the ability to specify who receives the alert notification based on user or roles. |
| Ability to provide a list of countries visiting on a foreign travel |
| Ability for system to allow users the ability to provide a list of countries being visited on foreign travel along with the time spent in each country |
| Ability to identify employees by security clearance (Public trust, Secret, Top Secret) |
| Employees security clearance status must be able to be identified as (PT, secret, TS) |
| Ability to track and confirm completion of travel |
| User has ability to validate and confirm when they have completed any foreign travel |
| Print Capability |
| Able to print reports, SF 86, saved attachments, memos |
Reporting and Tracking Capability
Reporting and tracking training and level of service is a vital function for the OSEC. The OIG has numerous reports that it must generate for stakeholders. This feature must allow users based on roles to generate standard reports and ad hoc reports. All data in the system must be searchable and reportable.
| Requirement |
| Description and Notes |
| Survey for OSEC experience |
| System generated survey to identify and rate the customer experience with OSEC. Survey must generated once ticket is closed |
| Standard Reports |
| Have a stock of reports that selected users can run at any time (e.g. certification report, Lost CAC, Foreign travel brief, training completion provided by category and date range, etc., OSEC will define standard /routine reports they run. |
| Ad Hoc Reports. All data must be searchable and reportable |
| The system must have the ability to create ad hoc reports and allow user pulling the report to pull any data type in report form. Ability to save the created data query. |
| Track Professional Organizations employees are part of |
| Maintain information on individual employee’s professional memberships. |
| Track reports, presentations, papers for certification credit |
| Ability fill out SF 86 and required documentation |
System allows employee/supervisor to run reports to determine if an individual or group has completed all required security training.
Certification Capability
The OSEC service system must be able to validate if employees are meeting set criteria for mandatory security training and hours.
| Requirement |
| Description and Notes |
| Track all employee security training |
| Track all employee security training |
| Reminder messages (warnings) and flags for re-training |
| Send reminders to users and flag record that need to be renewed (email and in system). |