ATT_1_-_HUDDebt_Traceability_Matrix_4-18-2018.xlsx
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ATT 1 - Traceability Matrix
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| Sources-Sought-RFI-HUD_Debt_Collection_System-4-18-2018.pdf |
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Sheet1
ATTACHMENT 1
Traceability Matrix HUD DEBT Collection Service Requirements
| VENDOR NAME: (Vendor Fill In) |
| VENDOR COTS PRODUCT NAME: (Vendor Fill In) |
PLEASE FILL IN THE “STATUS OF THE ACTIVITY” COLUMN AND INDICATE IF THE ACTIVITY IS:
1. Completely built in the package? (Yes) or (No).
2. If not nompleteley built in the package, is that activity configurable*? (YES-Configurable) or (NOT-Configurable)
*Configurable - Build the activity in the package before delivery and deployment.
NO. ACTIVITY DESCRIPTION/OBJECTIVE STATUS OF ACTIVITY
1. Built in the Package?
2. Configurable? (if not built in)
| BA1 | MANAGING CASE-LEVEL INFORMATION | Enable effective account servicing and reporting using a comprehensive information structure for treating debtors of multi-debtor debts as jointly and severally liable, assigning a collection status to debts and debtors, calculating the delinquency age of debts and debtors. |
| BA2 | MANAGING PORTFOLIO-LEVEL INFORMATION | Enable effective account servicing and reporting using a comprehensive information structure for establishing attributes for each debt program, such as journal entry posting model and eligibility for Treasury collection programs, penalties and administrative costs, and credit reporting. |
| BA3 | QUERYING INFORMATION | Provides functionality allowing users to find and summarize specific data using filtering criteria, and store in a result table. |
| BA4 | RECORDING INFORMATION | Provides functionality for updating and adding debt and debtor information, including the ability to capture narrative remarks entered by user. |
| BA5 | APPLYING AND RECORDING FINANCIAL TRANSACTIONS | Apply and record financial transactions allowing program stakeholders to manage account information; and record financial transactions achieving compliance with federal accounting and financial reporting standards, including those provided in the Treasury Financial Manual. |
| BA6 | MAINTAINING FORMS CATALOG | Provides method for creating and editing forms, letters, and other business correspondence, such as repayment agreements, collection notices, garnishment orders, bankruptcy proofs of claim, and payoff letters. |
| BA7 | MANAGING DEBT ARTIFACTS | Provides a method for digitally receiving and storing debt documentation and a method for tracking the location of paper-based debt artifacts in various locations, including Federal Records Centers. |
| BA8 | DEBT INITIATION | Enable receipt and validation of debt files transmitted by HUD program offices. |
| BA9 | DEBT ESTABLISHMENT | Ability to process debt information, entered manually or by file, to create record of debt using an identifying account number. The intended outcome is a transaction that establishes a debt by capturing and processing the information required for reporting, collecting, and resolving the debt. |
| BA10 | DUNNING |
[31 USC §3711(e)(1)(C)]
| Communicating with debtor to demand payment and explain consequences of delinquency. | ||
| BA11 | ESTABLISHING REPAYMENT PLAN | Setting up a billing schedule for an approved repayment agreement. |
| BA12 | PRODUCING BILLING STATEMENTS | Creating and sending billing statements based on repayment terms and payment history. |
| BA13 | HANDLING COLLECTIONS | Crediting debtor accounts for payments received from Lockbox and Pay.Gov, Treasury Cross Servicing, Treasury Offset Program, and other federal agencies. |
| BA14 |
REPORTING DELINQUENT DEBTS TO TREASURY OFFSET PROGRAM (TOP)
[31 U.S.C. §3716 31 U.S.C. §3720A 26 U.S.C. §6402 5 U.S.C. §5514]
| Referring delinquent debtors to TOP using an automated process for identifying and selecting eligible debtors. | ||
| BA16 | HANDLING TOP APPEALS | Process and track a debtor’s response to a HUD’s notice to pursue administrative offset. |
| BA17 | ASSESSING PENALTIES & ADMINISTRATIVE COSTS (P&AC) |
[31 U.S.C. §3717]
| Assessing P&AC against a debt when it becomes 90 days delinquent. | ||
| BA18 | WRITING OFF DEBTS | Provides an automated process for determining when a debt no longer has asset value and reclassifies debt as Currently not Collectible. |
| BA19 | CLOSING OUT DEBTS | Provides functionality for removing a debt from the portfolio when it is no longer a candidate for collection activity. |
| BA19 | REPORTING DISCHARGED DEBT ON IRS FORM 1099-C |
[26 CFR 1.6050P-1]
| Enables a process for reporting discharged indebtedness on closed-out debts as potential income for eligible debtors. | |
| BA20 | PURSUING ADMINISTRATIVE WAGE GARNISHMENT (AWG) AGAINST DELINQUENT DEBTORS |
31 U.S.C. §3711(e) Managing the collection tasks for AWG.
Objective: Total amount over-collected never exceeds the amount of a single AWG payment.
BA21 HANDLING AWG APPEALS Process and track a debtor’s response to HUD’s notice to pursue AWG.
Objective: Termination orders are sent within 2 business days following expiration of e 60-day decision period.
BA22 REPORTING DEBTORS TO CONSUMER REPORTING AGENCIES (CRA)
Furnish accurate, complete, and timely credit data on delinquent and current accounts to consumer reporting agencies (CRA) in a Metro 2 data format.
Objective 1: Initial reporting occurs at the earliest monthly cycle of a debtor’s eligibility.
Objective 2: Regular reporting to CRA to correct and update credit history information occurs monthly until debt is closed out.
| BA23 | HANDLING CREDIT REPORTING APPEALS | Tracking and processing a debtor’s response to the HUD’s notice to report debt to CRA. |
| BA24 | PROVIDING RESPONSIVE CUSTOMER SERVICE | Enable efficient and effective servicing by providing debtors with a self-service option in the form of public-facing secure portal where debtors can establish an account to access and manage information about their debt, submit payment plans, submit and retrieve documents, and leave and receive messages. |
| BA25 | REPORTING DEBTORS TO COMMERCIAL CREDIT BUREAUS | Furnish accurate, complete, and timely credit data on delinquent and current commercial accounts to commercial credit bureaus. |
| BA26 | REPORT STATUS OF DEBTS IN THE TREASURY REPORT ON RECEIVABLES (TROR) |
[31 U.S.C. §3719 and Treasury Financial Manual Chapter 1500]
| Summarize information about receivables based on reporting requirements issued by the Department of the Treasury. | |
| BA27 | REPORT MONTHLY TRIAL BALANCE AMOUNTS |
| [31 U.S.C. §3513, Treasury Financial Manual Chapter 4100, and The United States Standard General Ledger (USSGL)] | Summarize information about receivables based on reporting requirements issued by the Department of the Treasury. | |
| BA28 | REPORT MONTHLY SUBSIDIARY INVENTORY TOTALS |
[The United States Standard General Ledger (USSGL)]
| Produce monthly report for validating and reconciling individual account totals and control totals. | |
| BA29 | REPORT MONTHLY GENERAL LEDGER PROPRIETARY ACCOUNT TOTALS |
| [The United States Standard General Ledger (USSGL) and Treasury Financial Manual Volume 1] | Report monthly updates to general ledger accounts during the month. | ||
| BA30 | REPORT MONTHLY CASH ACTIVITIES | Report cash collections and disbursements occurring during the month for reconciling monthly cash activity with Treasury source files. | |
| BA31 | REPORT DELINQUENT DEBTORS TO HUD’S CREDIT ALERT VERIFICATION REPORTING SYSTEM (CAIVRS) AND TREASURY’S DO NOT PAY PORTAL (DNP). |
| [31 U.S.C. §3720b and 31 U.S.C. §3321] | Report all debtors with delinquent accounts to CAIVRS and DNP. | ||
| BA32 | REPORT FINANCIAL TRANSACTIONS ENTERED DAILY | Produce a daily listing of financial transactions that posted during the day. | |
| BA33 | RESOLVE UNAPPLIED CASH COLLECTIONS | Manage debtor payments that have been received but not applied to an account. | |
| BA34 | MAKING MANUAL FINANCIAL ADJUSTMENTS TO DEBT BALANCES | Make case-level financial updates where an automated method is not available. | |
| BA35 | MANAGE USER ACCOUNTS |
[NIST SP 800-53]
| Establish, modify, recertify, disable, and revoke. | |
| BA36 | AUDITING APPLICATION EVENTS AND USER ACTIVITY |
| [NIST SP 800-53] | Auditing events and user accounts requires functions for identifying auditable events, maintaining audit logs and records, and preserving audit content. | |
| BA37 | AUDITING APPLICATION EVENTS AND USER ACTIVITY |
[NIST SP 800-53, Appendix J] Applies measures for managing the privacy of individuals whose records information is collected, stored, maintained, disclosed, and disposed of.
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