IAS Support Contract RFI Presentation.pdf

United States Department of Agriculture

USDA Integrated Acquisition System (IAS) Contract Support Needs Summary

Office of Contracting and Procurement (OCP)

July 2024

System Overview

The Integrated Acquisition System (IAS) Program resides within the Departmental Administration (DA), Office of Contracting and Procurement (OCP), Procurement System Division (PSD) of the United States Department of Agriculture (USDA).

PSD owns and manages all aspects of the IAS program for which it uses contractors to perform the activities required to maintain the system and carryout the program functions. All duties are performed in a remote environment.

The IAS portfolio is a commercial off-the-shelf (COTS), web-based integrated procurement solution that includes Unison PRISM for requisition and contract management, Oracle Application Express (APEX) for reporting, user registration and other utilities not met by the COTS product, as well as use of the U.S. Treasury’s Invoice Processing Platform (IPP) for invoicing functionality.

IAS is an end-to-end procurement system for commercial services and supplies serving all agencies within

USDA.

IAS IT Application Services

Operations and Maintenance (O&M) services are required to ensure system availability, data security, user support (Help Desk, training, website), and software vendor support (version upgrades) and consist of recurring, known tasks included in the base contract.

System Development and Enhancement services (SDE) are managed as a separate contract line item (CLIN) needed to:

create/update interfaces create/update custom validations enable COTS functionality and implement new modules perform various developments and updates to handle user requests and adhere to changing regulations make advancements in other areas such as training, web portal, support software, security, automation, and modernization

IT Program Management services are required to manage all program activities and ensure successful delivery of all O&M and SDE services. They fall within scope of work for the base contract except for project management tasks specific to the projects associated with the optional SDE line items.

Security services are required to maintain the authority to operate (ATO) and ensure data security for new functionality and technology. They fall within scope of work for the base contract unless a new security requirement is deemed SDE by the government.

System Development and Enhancement (SDE) Services

System Development and Enhancement (SDE) involves solutioning and deploying new system features, functions, and enhancements resulting from new requirements. Any potential resulting system changes that require development will be tasked separately within the SDE option line. Beyond IAS software enhancements, SDE may come in the form of significant training development (e.g., development of training class that does not currently exist) and web portal development (e.g., web portal overhaul) projects, or analysis related to a new/proposed business function/need requiring communication with policy officials, interface partners, and system stakeholders and owners.

Examples of significant SDE efforts that are currently underway or planned for future implementation are:

Contract file attachment decompression for word search functionality

Development of a custom Contract Closeout Utility to agency leadership and contracting officials for identifying and closing awards that meet specific criteria

SDE enhancements that are smaller in scope are expected to occur regularly:

Report creation due new business process requirement

Enablement of new COTS feature outside of the existing IAS baseline (e.g., Unison Insight Workbench app)

Development of a new custom application (e.g., Workload Tracker in Oracle APEX), interface changes, or new batch processes

Major operational tasks such as support of interfacing financial system partner hosting migration requiring significant interface configuration, firewall changes, and testing, or adding a new environment

IAS Current State Summary Applications and RPAs (Robotic Process Automations)/Bots

IAS Homepage

Procurement Related RPA/Bots

• Automated Contract Closeout (5 bots)

• Option Line Renewal

• File Upload

• Reporting

• CPARS (data ingest)

External-facing Procurement Forecast web page

Commercial off-the-shelf (COTS) product (Unison Corp.)

Low-Code Oracle Application Express (APEX) https://ias.usda.gov/ https://ias.usda.gov/procurement_related_bots_in_production.html https://forecast.edc.usda.gov/ords/r/ias/sba-opportunities/search-opportunities

Interfaces

Key Point:

- IAS has many interfaces and partner dependencies.

Interface Technologies

Interface Type Product File Type

FMMI Batch IBM WebSphere Message Queuing (MQ) TSV, XML

EDAPT Batch SFTP CSV US Bank Batch SFTP XML IPP Batch SFTP XML, XSD FAI E-Mail PLSQL XSLX CPARS E-Mail PLSQL XSLX VIPR Custom API REST JSON AgMax Custom API REST XML Unison Marketplace Proprietary API SOAP/REST XML eAuthentication SiteMinder FPDS-NG Proprietary API REST XML

O&M Technologies Oracle Database- The COTS product, PRISM, runs on Oracle as does the APEX applications and custom T-SQL back-end services.

Oracle Application Express (APEX) – IAS utilizes Oracle’s low code APEX technology to meet requirements not met by the COTS product.

PRISM – Primary component of IAS. A commercial off-the-shelf (COTS), web-based integrated contract writing solution

Enterprise Reporting - IAS interfaces with the OCIO Enterprise reporting solution comprised of HUE, Apache Ranger, Informatica Data Catalog, and Tableau software products.

Bots - Built on UIPath, IAS subscribes to a shared service within USDA OCIO in which the RPA platform owner manages the infrastructure leaving IAS RPA support responsible for development and maintenance of RPA bots only. The IAS program has been provisioned two environments of UIPath servers on which the bots run in scheduled (unassisted) intervals. Coordination must occur with OCIO during platform upgrades.

Internal Data Flow

Takeaways:

- The three main components (PRISM, APEX, Bots) work in concert of one another

- Much data is exchanged internally.

PRISM Users – 6,637

Contracting – 1,085

Requisitioning – 5,150

Other roles: read-only, read-only with ability to upload files, sys admin

Non-PRISM Users

900 users access IAS Reporting Tool and not PRISM

1,500 users accessed areas of IAS (e.g., Procurement Forecast, FPDS portion of IAS Reporting Tool, CPARS Dashboard) which only require eAuthentication/SSO without ever getting a PRISM or Reporting Tool account.

5,549 total IPP (Treasury, not USDA/IAS) users. Includes mix of IAS and non-IAS users.

Summary – Unique IAS Users in Current Configuration

PRISM (6,637) + Reporting-Only (900) + eAuthenticaton-only access (1,500) = 9,037

Licensing handled though: a) Unlimited PRISM Non-Buyer seats, b) 1,100 PRISM Buyer seats, c) Oracle Database licenses. It should be noted that Certified CORs that are not PRISM users are loaded as reference-only accounts that do not consume a PRISM licenses and are not counted in this slide.

User Overview

Security

IAS adheres to the NIST Risk Management Framework (RMF) as governed by USDA’s Cybersecurity & Privacy Operations Center (CPOC).

IAS inherits many controls from its host, USDA’s Digital Infrastructure Services Center (DISC). The remainder of controls are the responsibility of the application/system owner, and by extension, the technical expertise and management of the IT services vendor to implement and continuously monitor these controls.

In addition to compliance, application security practices such as manual testing of misuse cases and static source code scanning & analysis are performed to ensure IAS data security and privacy.

Includes management and financial and security audit responses

Help Desk Services IAS has dedicated service desk personnel to address user incidents currently via a ServiceNow ITSM shared service and are available to assist users Monday through Friday from 8am to 8pm (Eastern).

Contractor support involves managing requirements and configurations for the incident system that drive not only resolution of incidents but reduction of common issues over time.

Approximately 8,600 tickets are created annually, with 27% originating from phone calls using Fonality, 56% originating from e-mails, and 17% originating from ServiceNow self-service functionality.

Responsible for management and training of Help Desk personnel and maintains artifacts (knowledge-based articles (KBAs), etc.) for Help Desk use

Conducts customer surveys for gathering feedback and insights; generates detailed reports and analytics to track and improve Help Desk performance.

Training and Outreach PSD maintains a comprehensive training program for the IAS/IPP user community to facilitate IAS/IPP role-based duties.

Trainings require maintenance and development of curriculums covering the various roles within the PRISM product as configured for USDA, along with the APEX applications, and courses regarding new functionality.

The training program includes maintaining the training platform software, materials (guidance documentation, videos, etc., and training environment set-up to support 100% virtual attendance and awarding of continuous learning points in the system of record for the Federal acquisition workforce.

In FY 2023, there were nine different course offerings (two of which were hands-on including a three-day Contracting course), 61 training sessions delivered, and 3,090 employees trained.

Outreach includes identifying, analyzing, prioritizing, and satisfying the IAS user community needs, and communicating the overall effectiveness of IAS.

Program Management Support

Covers all tasks and activities required to manage the IAS Program internally and externally under the IT framework.

Deliverables Management

Program Planning including management of the Integrated Master Schedule (IMS) Management

Risk and Issue Management

Meeting Support

IAS Strategy

IAS continues to build upon:

Positive security and Capital Planning Investment Control (CPIC) postures

Latest software and database versions supporting IAS

Interfaces and new functionality requested by the procurement workforce along with federal regulation compliance

Coordination with many interface partners

Positive customer service within IAS Help Desk, IAS Training Program, and Outreach/web site

Implementation of innovative tools (APEX applications, RPA bots) around the PRISM COTS product and IPP which promotes cost avoidance

Extensive reporting and dashboard capability.

IAS Strategy (cont.)

The IAS Program is examining its long-term posture due to considerations such as:

Custom applications and spreadsheets developed/maintained outside of IAS by Mission Areas

Communicated desire for many different processes to be incorporated into IAS

Cost to maintain custom low-code applications and Robotics Process Automation (RPA) Bots

Untapped PRISM functionality that requires significant mission area input and prioritization

Mission area use of contract writing systems (CWS) outside of the IAS COTS product

New & Emerging Artificial Intelligence (AI) Solutions

IAS Current State Summary (notional) IAS and the Procurement Process

Pre- Requisition

Requisition Solicitation Contract Contract Administration

Invoicing

Strengths

• Procurement

Forecast

Strengths

• USDA

fields/validations

• Amend/reject/cancel/ close

• Committing funds

• Status tracking after approval and assigned to contracting

• AAR Validations and AgMax Interface/ Drawdown

• Procurement Forecast & AAR linkage

Strengths

• SAM Contract

Opportunities Interface

• File Upload Utility

Strengths

• USDA Fields &

Validations

• Automated Buyer

Assignment

• Vendor Sync w/FMMI, Automated A-123 Controls

• Award Obligation

• FPDS Interface

• CSOD Interface for

COR Status & PRISM Assignment

• File Upload Utility

Strengths

• Correction Utility

• Closeout Automations/

Utility

• Extensive Reporting –

Standard & Ad Hoc

• Option Reporting/

Notification

• CPARS Dashboard &

Compliance Focus

Strengths

• Invoicing Off

Interfaced Contracts

• Approval Workflow Set in PRISM

• IPP User Info/Status

Captured Within IAS

• Vendors Familiar with

Gov-wide IPP

• Automated Offset

Gaps

• Acquisition Planning, Routing and Approvals

• Milestone Planning

• Requirements Mgt

• Market Research

Outside of IAS

Gaps

• Package Generation

Support

• Simplicity for

Inexperienced Users

Gaps

• Provision Automation

• Vendor Portal

• Source Selection

• Attachment Routing

/Collaboration

• Turbo Tax / UI

Gaps

• Clause Automation

• Section/Document

Printing

• File Collaboration &

Review

• SAM Vendor Details

• Turbo Tax / UI

Gaps

• Contract Status

Tracking (with agency/office specific fields)

Gaps

Blue – Good APEX Candidate Yellow – Good PRISM candidate Green – Available - Usage/Effectiveness TBD No Highlight – Cannot address in current config

Appendix Screen Captures from IAS Reporting Tool

List of Reporting Roles and Report Categories Snips of FPDS Dashboard within Reporting Tool

Appendix Screen Captures from Selected APEX Applications