High Level Requirements.pdf

ITPMS Higher Level Requirements

The scope of this effort includes employing proven program management techniques to support, maintain, and manage HSI systems and program in support of HSI’s mission. As such, the Contractor shall provide technical governance, and strategy, cost, schedule, risk and planning services to include but not limited to, for each of the following the task areas as described below, using an Agile-driven approach:

• HSI Portfolio Management

• IT Strategic Planning

• Integrated Governance

• Financial Management

• Acquisition Management

• Program Management

• Schedule Management

• Administrative Support

These activities are expected to continually align and evolve with full consideration of all ICE privacy and information assurance policies, regulations and guidelines pertaining to the support of HSI systems.

The HSI IT Program Management Support team is conducted under the direct oversight of ICE OCIO and the Executive Sponsor, HSI. The support teams will be organized into an HSI Branch Program Office while additional teams will be supporting a specific program or service, including IT portfolio management and support services. Each team will be expected to communicate and coordinate within the program management office and with each external program manager or program team they may support.

This is initially focused on HSI mission needs, but in the future the Government may utilize this contract to support other organizations within ICE.

The current IT footprint of the HSI Portfolio includes three (3) Major Acquisition Oversight List (MAOL) Level 2 IT system investments: TECS Modernization (Investigative Case Management), Student and Exchange Visitor System (SEVIS), and the upcoming Repository for Analytics in a Virtualized Environment (RAVEn) investment. RAVEn is currently the only Program that has not achieved ADE-3. In addition, the Contractor shall support multiple smaller Level 3 IT system investments, and assorted smaller projects that require support.

It is expected any Level 2/MAOL program that has not achieved ADE-3 will require dedicated PMO support, and while some tasks in other Level 2/MAOL and Level 3 programs may also need dedicated support, most tasks and projects will only need partial support. The level of support will be determined based on program relevance, need, merit, priority, and timeliness by the appropriate management staff and as specified in the call order(s). The Contractor shall consult with the integrated program teams and the ITPM and other Government officials on how best to assign staff to meet the Government’s needs, with a focus on efficiency and quality. The Contractor shall bet required to demonstrate the appropriate certification levels required for their position.

RAVEn currently requires a dedicated support team. TECS MOD and all other programs still need support, just not 8-person teams. In addition, there are currently approximately ten (10) smaller Level 3 IT system investments, and assorted smaller projects that require support. It is expected any Level 2/MAOL program that has not achieved Acquisition Decision Events (ADE)- 3 will require dedicated PMO support, and while some tasks in other Level 2/MAOL and Level 3 programs may also need dedicated support, most tasks and projects will only need partial support. The level of support will be determined based on program relevance, need, merit, priority, and timeliness by the appropriate management staff. The Contractor shall consult with the integrated program teams and the ITPM and other Government officials on how best to assign staff to meet the Government’s needs, with a focus on efficiency and quality.

As the agency pursues a new mobility initiative, it is critical that all tasks in this contract (portfolio and program management) grow and evolve with the emerging strategy. The Contractor is expected to lead the change towards a long-term mobility workplace and adapt their methodologies and techniques to promote and develop the new vision of the workplace.

This includes accounting for an agency that will be executing its mission with mobility and greater effectiveness and developing the supporting environment to allow for success. The Contractor will support portfolio management and program management activities that empower the workforce to continue operating in the most efficient manner possible, with an emphasis on mobility, enhanced technology, and engaging collaborative work environments. Due to the emerging nature of this initiative, all solutions will be considered with the goals of maximizing flexibility, mobility, collaboration, and advanced information technology to work even more effectively. All solutions will be expected be forward-thinking that will facilitate mobile collaboration, automate business processes, utilize cutting-edge technology, all while keeping the daily needs and overall front-line mission goals in mind. The Contractor will work with ICE to embrace innovation and change to help place ICE as the leader among federal agencies at transforming workspaces and work environments, setting the standard for others by transforming the agency and realize the vision for the future.

Task 1: HSI Portfolio Management Support

The Contractor shall provide the following HSI Portfolio Management tasks:

1. Maintain and update the HSI IT Ecosystem, Stakeholder Dependencies, HSI IT Portfolio Systems List and Scorecards to include Mission Information, Technology Information, Business Functionality/Mission mapping, Data, Interfaces, Lines of Business, and system Points of Contact (POCs).

2. Catalog, track, and report IT investments’ performance and status, including:

• Tracking performance of new and existing portfolio systems

• Maintaining, and continuing to update, the full online HSI portfolio inventory of systems, including portfolio catalog updates

• Developing and printing an annual IT catalog of the HSI Portfolio inventory of systems, with at least 25 professionally bound and printed books. Optional quantities up to 75 may be needed.

• Evaluating system effectiveness and efficiency against newly established performance measures/ratings

3. Perform discovery, analysis, and dependencies for systems within the portfolio to document system functionality, architecture and stakeholder usage

4. Develop business operational performance metrics (e.g. value, meeting business needs, customer results—productivity, service quality, system effectiveness in achieving mission etc.) to support budget/business case justifications for system enhancement/modernization, consolidation, and/or disposition in alignment with the HSI IT Strategy and roadmap

5. Support the Government in oversight and guidance for IT-based solutions for the HSI user community

6. Support the Government in technical project monitoring and control activities for portfolio management projects, including scope management, and architecture management

7. Provide Knowledge Management leadership in support of the portfolio management on HSI’s SharePoint site to include the HSI Governance Board storefront

8. Work with applicable HSI components to establish, document, and validate updated business processes that will be enabled by modernized applications as they are added to the portfolio. Document and publish guidelines, providing necessary details for effectively executing updated business processes

9. Incorporate techniques that encourage and inspire innovation; to include data analytics, automation, machine learning, agile, and open source adoption along with any other proven leading technology

10. Support the creation of deliverables in multiple forms of media (to include websites and video), as needed, to communicate the business operations across the HSI IT portfolio.

Task 2: HSI IT Strategic Planning Support

The Contractor shall provide the following support to assist the Government with IT strategic planning:

1. Manage, maintain, and refine the HSI IT Strategic Plan for the HSI IT Ecosystem according to HSI-wide priorities

2. Maintain current IT Strategies, Roadmaps, Reference Models, Architecture and Frameworks to articulate support organization awareness, planning, strategy, and investment.

3. Recommend forward-leaning, future IT Strategies, Roadmaps, Reference Models, Architecture and Frameworks to articulate conceptual plans or policy to define next steps for “as is” and “to be” HSI capabilities or investments.

4. Document System and Business Functionality Portfolio Matrixes in alignment with DHS and ICE Enterprise Architecture roadmaps

5. Map HSI investments to DHS and ICE mission, goals and objectives to identify and reduce redundancies, maximize shared services, and make recommendations for cost efficiencies

6. Maintain and update the HSI Data Warehouse Strategy and Framework to include resource requirements, technology usage, and alignments.

7. Recommend portfolio roadmap milestones, including:

• Establishing specific milestones for measuring the maturity of the HSI Portfolio Management Strategy over time

• Establishing a roadmap to collapse business functionality and streamline business processes

• Monitoring roadmap progress

• Reviewing roadmap milestone objectives

• Reporting progress of roadmap objectives against established milestones and guidelines

8. Manage technically complex special projects with IT footprint for HSI, including:

• Creating Portfolio-related websites and promotional materials

• Designing images used in strategic marketing and branding, portfolio books, and other marketing materials to promote the HSI mission

• Creating graphics, style sheets, and other templates and IT-related materials to be used within the HSI organization

• Any additional IT-related special projects as required

3. Task 3: Integrated Governance Support

The Contractor shall manage the HSI IT Portfolio Governance Model Lifecycle and associated processes to continuously integrate HSI-wide priorities with ICE and OCIO initiatives. This support includes the following activities:

1. Maintain the governance process documentation, (scope, stakeholder roles and responsibilities, rules of engagement, and evaluation) for the assessment and prioritization of IT requirements

2. Provide governance meeting support including scheduling and facilitating meetings and reviews, capturing and producing accurate meeting minutes, and tracking issues and action items through to resolution/completion

3. Validate, process, and track Intake of IT requests, analyze and assess the Intake request requirements, and update the SharePoint site with results and status

4. Support HSI with the portfolio management projects, including the analysis of overall project benefits, documenting the concept of operations, defining operational requirements, and working with the leadership team to promote the overall vision of the project

5. Conduct research, analysis, and investigation necessary to report on technical alternatives and industry trends, aggregating information, and generating applicable reports and presentations, and supporting market research for the HSI IT Portfolio.

6. Conduct assessments of as-is business processes, CONOPS/architecture, identify and analyze alternatives, and provide recommendations for to-be solution/architecture with implementation plan

4. Task 4: Financial Management Support

The Contractor shall provide Financial Management support including:

1. Assisting the Government in maintaining SDD-HSI Branch-wide and Project- specific budgets. This support includes budget planning, tracking, reporting and analysis of all program and project funds, funding approvals, benefits realization, earned value management, Capital Planning and Investment Control (CPIC), preparing cost/benefit analysis, OMB Exhibit 300 process and documentation, and support resource allocation planning (RAP) and Program Assessment Rating Tool (PART) updates.

2. Documenting financial management policies, processes, and procedures required for each HSI IT Program.

3. Coordinating and maintaining the SDD-HSI budget/spend plan to meet the funding requirements for current and out-years.

4. Reviewing budget/spend plans for all activities, tracking obligated, committed, and expensed amounts against the plan; investigate variances, identify shortfalls and propose reallocating funds when necessary

5. Supporting oversight and execution of current funding authority across all funded activities.

6. Maintaining budget and expenditure forecasts.

7. Coordinating with Program Control Specialists within OCIO and HSI.

8. Performing analyses of alternative funding and expenditure scenarios.

9. Preparing forecasted funding scenarios and compile documentation to demonstrate the need for funding requirements.

10. Coordinating with the Office of Finance to confirm budget authority and status of funds.

11. Supporting the periodic budget formulation task for the program, support preparation of OMB 300 and other documentation, directives and guidance as required to report and justify the budget needs

12. Ensuring that the analytical basis for the budget process has been developed by the customers and the data furnished by the Contractor are supportable

13. Performing system and incremental Cost-Benefit Analyses to support investment decision-making

14. Attending and participating in management reviews, serving as point of contact for addressing inquiries related to project funds prioritization and allocation.

15. Tracking funding availability, status of plans, commitments obligation expenditures, and progress against the technical plan by customer, funding source or other classification as required.

16. Documenting the customer invoicing and payment process, and support the Government IT Program Managers and Contracting Officer Representatives (CORs) in the monthly invoice review.

17. Responding to program financial data calls or data requests as needed

18. Creating and supporting Automated Cost Estimating Integrated Tools (ACEIT) modeling to support the creation of Life Cycle Cost Estimate (LCCEs).

19. Supporting the creation of program LCCEs and affordability memos, annual updates to the LCCEs, and tracking of the Summary of Funding (SOF)

20. Creating program requisitions and de-obligation documentation as needed

5. Task 5: Acquisition Management Support

The Contractor shall provide Acquisition Management Support, including:

1. Drafting, submitting, and tracking and status reporting of acquisition packages as well as maintenance of acquisition and contract management files.

2. Maintaining acquisition and contract files within the Branch Repository

3. Creating, submitting, tracking and reporting status on IT Acquisition Requests (ITAR), Balanced Workforce Services (BWS) submissions, and Privacy Review checklist

4. Creating, submitting, and tracking and report status of IT Service Requests (ITSR) and IT Change Request (ITCR) as needed for Acquisition Support

5. Drafting and maintaining Acquisition Program Baseline, Acquisition Plan, and other Acquisition specific D102 documents

6. Supporting the preparation of OAQ required documentation, including market research and justification documents

7. Creating, maintaining, and supporting Acquisition Program Review (APR) documentations

6. Task 6: Program Management Support

The Contractor shall provide Program Management Support that includes a wide range of SDD- HSI Branch-wide or Project-specific services including:

1. Providing recommendations for continuous process improvements and additional activities that support successful project management based on industry best standards, particularly focused on IT project improvement opportunities, in alignment with DHS and ICE processes and mandates.

2. Assisting the Government on all Branch Taskers received from the Department or Component through the Tasker Management System, and on an ad hoc basis as needed.

3. Assisting the Branch in responding to any Congressional or Government Accounting Office requests including action items and reporting requirements.

4. Assisting the Government IT Program Managers in gathering, analyzing and documenting Branch, project or task information and status; translating and composing information into clear, readable documents, reports or briefings to be used by technical and non-technical personnel.

5. Conducting research to ensure compliance with department policy or standards, use of required templates or procedures, and the correct understanding and usage of technical and Program Management terminology.

6. Supporting the Government in developing DHS D102 and ICE Acquisition documentation as well as documentation in support of the ICE SDLC/SLM process for programs and projects.

7. Supporting preparation and completion of presentations, briefings, white papers, etc. (to include congressional testimony and GAO/OIG responses).

8. Preparing and distributing program and branch level status reports for internal agency and department level review as required

9. Creating and maintaining branch and project templates.

10. Supporting and maintaining lessons learned across the portfolio

11. Managing data calls and action items; tracking, coordinating and gathering information from project teams to consolidate responses to internal and external data calls; tracking and reporting status.

12. Oversee management of the Branch repository (currently SharePoint Portal and Microsoft TEAMs) to support the maintenance of all branch related deliverables.

13. Coordinating meetings as required for Branch/Projects and Integrated Product Teams (IPT) to include scheduling conference rooms, preparing meeting invites, preparing agendas, minutes, and other read-ahead materials, and acting as POC for distribution of information

14. Providing Analysis and Reporting Support as required, such as:

• Ad-Hoc data analysis support

• Monthly activity reporting support

• Resource reporting and analysis support

• Program Metrics and Reporting

• Creation and Maintenance of Program or Project dashboards

15. Providing Quality Management Support as required, such as:

• Quality assurance planning

• Quality assurance implementation

• Project audits

• Issues management

• Contingency planning

• Standard Operating Procedures (SOPs)

16. Providing Risk Management Support as required, such as:

• Developing and maintaining a Risk Management Plan

• Developing strategies for implementing and maintaining inventory of risks and risk mitigations

• Making recommendations for risk escalation and process improvements

• Coordinating risk reviews and provide independent risk assessments

• Assisting in maintenance of the inventory of risks, risk artifacts, and historical information

17. Providing Change Control Process Management as required, such as:

• Developing and documenting change management processes

• Coordinating and assisting with the creation of internal change management documents and artifacts

• Facilitating internal Program Change Control Boards (CCBs) and maintain CCB artifacts

• Assisting Programs in meeting OCIO and DHS CCB requirements

18. Collecting and Documenting User Requirements as required, such as:

• Coordinating events with users to solicit requirements.

• Conducting interviews with users to solicit and clarify requirements.

• Documenting requirements in the form of user stories.

19. Tracking and forecasting personnel resources as required, such as:

• Monitoring and predicting any need for surge capabilities

• Performing skill gap analysis and recommending any needed training and certifications for resources

• Developing resource management plans, retention plans, and track and forecast onboarding and offboarding personnel

20. Creating and maintaining Portfolio level tracking system report, such as:

• Tracking cost, scope, milestone/schedule, risks, technology, initiatives, etc.

• Include all lower-level project details that roll up for the Program / Investment views and overall Portfolio views.

• Allow for discrete and macro-level executive reporting

7. Task 7: Schedule Management

The Contractor shall provide Schedule management shall include the creation and maintenance of Program-wide or Project schedules.

The Contractor shall:

• Create and maintain schedules as required, to include critical milestones, dependencies and expected delivery dates for the desired capability

• Document and maintain the Program level schedule management process, as required

• Maintain Program Integrated Master Schedule with milestones, dependencies and expected delivery dates, and coordinate with other schedule owners to ensure updates are provided and incorporated into the Program IMS

• Report schedule impacts due to changes in individual project schedules

• Support the creation and maintenance of program and release roadmaps

8. Task 8: Administrative Support

The Contractor shall provide Executive level administrative support ensure the day to dayday-to-day requirements of the office are maintained.

The Contractor shall:

• Develop and maintain points of contact lists, organizational charts and email distribution lists at the Branch level and for specific programs.

• Preparation and distribution of correspondence

• Assist with coordinating the procurement of office consumables (office supplies, copier paper and printer cartridges)

• Liaise with facilities/building management on issues impacting the workspace, as required

• Maintain physical inventory records for Branch-wide Federal and Contractor Staff and liaise with Government inventory coordinator for all inventory updates

• Assist with resource management and on-boarding activities

• Create and distribute meeting agendas, take detailed notes and minutes within meetings, and send out follow up communications after meetings with action items and any other topics discussed

• Perform surveys and other customer satisfaction related goals as required

• Manage branch-wide broadcasts and other communications as required