Indian Health Service Enterprise Portfolio Management Tool SOW_Draft - jc - draft for SS SAM.docx

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Indian Health Service Division of Program Management and Budget Indian Health Services Enterprise Portfolio Management Tool Statement of Work Version 0.3 March 2025

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

Controlled with Standard Dissemination This information is subject to safeguarding measures that reduce the risks of unauthorized or inadvertent disclosure. Dissemination is permitted to the extent that it would further the execution of a lawful or official purpose.

Record of Changes

2.0

Approval

This Indian Health Services Enterprise Portfolio Management Tool (EPMT) Statement of Work provides a summary of the product features and services requirements that have been identified for the EPMT. This document will be reviewed by key subject matter experts on the CPIC team and approved by the following:

Title: EPMT Program Manager

Reviewers

Print Name:

Title:

Print Name:

Title:

Table of Contents

Indian Health Services Enterprise Portfolio Management Tool Statement of Work

1. Introduction The Indian Health Service (IHS) wishes to mature its Capital Planning and Investment Control (CPIC) program to achieve the agency’s mission through optimal performance of its core business processes within an efficient information technology (IT) and Health IT (HIT) environment. The desired end state will provide CPIC with the blueprint for systematically and completely improving its organization’s current (baseline) and desired (target) environment.

The IHS innovatively uses secure and reliable IT and HIT to improve health care delivery and quality, enhance access to care, reduce medical errors, and modernize administrative functions. IHS supports the IHS, Tribal, and Urban (I/T/U) programs that care for 2.3 million American Indian and Alaska Native (AI/AN) people across the Indian health system. IHS provides the technology infrastructure for a nationwide health care system, including a secure wide area network, enterprise e-mail services, and regional and national Help Desk support for approximately 20,000 network users.

The Division of Program Management and Budget (DPMB) in the Office of Information Technology (OIT) is responsible for various programs to help achieve the agency’s mission through optimal performance of its core business processes within an efficient information technology (IT) and Health IT (HIT) environment. The CPIC program is responsible for the configuration, documentation, system and administration training, and support of the IHS Enterprise Portfolio Management Tool (EPMT) to meet the Federal requirements outlined under the Clinger-Cohen Act of 1996 and the Federal Information Technology Reform Act (FITARA) of 2014.

Purpose This IHS EPMT Statement of Work (SOW) offers the organization an opportunity to reflect upon the requirements that have been captured and confirm that this document, and the details within it, are both accurate and sufficient to represent their EPMT needs.

Scope The Contractor shall provide licensing, analytical, technical, implantation, and data migration support to the Indian Health Service (IHS), Office of Information Technology (OIT) to ensure the successful implementation a cloud FedRAMP certified IHS Enterprise Portfolio Management Tool (EPMT) to replace the current on-premises Planview EPMT.

Objective The Contractor shall provide licensing, analytical, technical, implantation, and data migration support to the Indian Health Service (IHS), Office of Information Technology (OIT) to ensure the successful implementation a cloud FedRAMP certified IHS Enterprise Portfolio Management Tool (EPMT) to replace the current on-premises Planview EPMT. The Contractor shall provide analytical, technical, and management expertise in support of IHS’s portfolio management activities. The Contractor shall assist IHS in application development, data migration, training, and overall support of the EPMT to meet program requirements.

The objectives include:

· Support in the development, implementation and management of a standardized, aligned and synchronized Portfolio Management framework, by linking Strategic and Capital Planning, Information and Project Management, and investment strategies in support of the IHS’s Information Technology (IT) investments.

· Support in development and implementation of the new EPMT and provide guidance, professional recommendations on IT Portfolio Management requirements and concepts.

· Subject matter expertise to assist in the development of improved portfolio and project management processes for optimal utilization of the new EPMT.

· Assistance in developing knowledge and proficiency in the CPIC Team to support the training, documentation, and administrative support of the new EPMT.

Reserve

Period of Performance The period of performance includes one base year and four option years, which an option for a 6 month exention.

Base November 1, 2025, through October 31, 2026 OP1 November 1, 2026, through October 31, 2027 OP2 November 1, 2027, through October 31, 2028 OP3 November 1, 2028, through October 31, 2029 OP4 November 1, 2029, through October 31, 2030 52.217-8 -- Option to Extend Services.

As prescribed in 17.208(f), insert a clause substantially the same as the following:

Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within limits and at the rates specified in the contract. These rates may be adjusted only due to revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days of the end of the contract.

Place of Performance Remote locations at Contractor’s worksite.

Recognized Holidays

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by a President's Proclamation It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance or entitlement to compensation except as set forth within the contract. If a Contractor believes that an unplanned absence impacts the price or period of performance, it should notify the contracting officer (CO) of the changed condition and submit a claim for equitable adjustment (see FAR 52.233-1).

Nothing in this clause abrogates the rights and responsibilities of the parties relating to "stop work" provisions as cited in other sections of this contract.

Government Furnished Property/Information The Government shall provide the equipment and information needed to execute these tasks and ensure that it meets or exceeds all applicable federal information technology safeguards and security configurations.

Reserve

FEDRamp Certification The EPMT cloud solution shall be FedRAMP certified.

Federal Practice It is preferred that the EPMT Solution Contractor have an established Federal Practice and is familiar with and the policies, regulations, and reporting requirements that are unique to the Federal sector.

Compliance and Standards The EPMT shall meet the requirements of all relevant complance reuqirements as appropriate to the scope of the EPMT.

Accessibility – 508 compliance The EPMT solution shall be 508 compliant.

Infrastructure The EPMT solution shall conform to infrastructure requirements.

Security The EPMT solution shall conform to the appropriate requirements for Security.

Privacy and Records Management The EPMT solution shall conform to the appropriate requirements for Privacy, and Records Management.

Ease of Management and Supportability The Contractor shall provide a well defined management model that presents relevant supportability characteristics will be considered for selection.

Configurability The EPMT solution is designed such that configuring it, maintaining configuration settings, and managing some of the features and services within the tool can be done without the Contractor or Contractor solution services support.

Annual Licencsing The Contractor shall provide the required annual licensing, including annual support and maintenance for a FedRAMP certified cloud hosted EPMT. The licenses for system roles must include:

Support and Communications The EPMT hosting service and service delivery partners provide normal operating hours support and respond to tickets within 12 hours. The EPMT hosting service and service delivery partners communicate status regularly and provide at least 5 days notice for any planned upcoming interruptions of service for maintenance and upgrades.

Ease of Use The EPMT shall be designed and delivered in such a way that stakeholders will be encouraged and supported in their adoption of the new solution. Terminology, screen design, and business rules of the EPMT will be configured to support ease of use and adoption.

EPMT Domains The EPMT will provide services across three primary domains:

Request The EPMT will support the ability to initiate requests for a variety of business objectives including CPIC planning items in support of IT Governance, requests for configuration changes to the EPMT, requests for process and policy changes in IHS OIT.

Strategy The EPMT will support the ability to establish and maintain annual budget planning cycle data, organizational goals and objectives, executive approval cycles, portfolio planning and prioritization, and investment controls.

Project and Resource Management The EPMT will support the organization’s ability to authorize, initiate, staff, manage, and report throughout all planning and execution stages projects and the resources required to support those projects.

EPMT Hierarchies The following hierarchy requirements were identified.

Strategy The ability to represent the strategic organizational level of IHS in order to place the strategic data at the appropriate level in that structure. Example: Enterprise Office Division Program Project The ability to place the projects and major types of projects into a hierarchical structure that aligns it to the organizations driving those projects. Example: Enterprise Office Division Program Major Project Type (IT work, non IT work) Project Resource The ability to associate resources with their appropriate organizational hiearachy levels. Example: Enterprise Area/Office Division Department Team Organizational Resources The ability to create resource groupings or teams within an organizational hierarchy that will ultimately provide staffing for the work and projects the organization undertakes. Example: Enterprise Area/Office Division Department Team Resource (named person) Standard Activities The ability to reflect non- project activities that impact resource availability. For example Leave Vacation or Leave Training Expenditure Types The ability to capture various non-labor expenses. Example: HW/ SW Costs Financial Planning Accounts The ability to define financial planning accounts and in particular to reflect the TBM structure in the EPMT’s financial planning accounts. Example: Labor, DME (Capitalized Costs), Administrative Cost, Benefits and Revenue

Process Roles The ability to define managed process roles that will correspond to the work and governance process requirements of the organization. The ability to assign individuals to none, one, or more process role as is appropriate for their function within the organization and its processes.

Extensible Structures and Fields The ability to define additional structures and fields, not provided out of box by the EPMT solution, that will adapt that solution to IHS requirements.

Data Migration Plan The Contractor shall develop a data migration plan and support a successful transition from the current EPMT platform to the new FedRAMP-certified EPMT. The Contractor will provide:

· planning and data migration support

· a mitigation strategy for data which cannot be migrated

· a weekly status report on the hours worked supporting the transition and data migration plan

· reported project hours in the EPMT.

Configurable Screens The ability to modify EPMT out of box user interaction screens to meet IHS requirements. This is particularly important to support IHS’s ability to:

· Establish and maintain process.

· Support EPMT tool adoption.

· Include prompts, help, and graphical guidance to support stakeholders.

· Reinforce policy and governance requirements.

Project and Resource Management One of the major opportunities for the IHS organization in selecting their EPMT lies in the transition towards a portfolio management approach with comprehensive project and resource management capabilities. The EPMT tool will provide the ability to plan project tasks and schedule integrated with resourcing requirements. This includes connecting resources to task execution, monitoring progress based upon effort expended, and supporting the organization in their efforts to become better at estimating effort, planning resources, and tracking execution.

EPMT Solution Capabilities IHS Requires that the EPMT solution provide a suite of features that cover the following capabilities preferably in an integrated and holistic implementation:

· Annual Budget Cycle and Business Planning

· Planning

· Formulation

· Congressional Appropriations

· Portfolio Planning and Prioritization

· Ability to connect planned effort to the organizational goals and objectives for the organization

· Execution

· Audit and Review

· IT Governance

· Business Needs Statement

· Business Case

· Critical Partner Reviews and associated assessments

· Enterprise Architecture

· Section 508

· Security

· Privacy

· Records Management

· IT APR

· Business Planning

· Annual Roadmap Planning

· Release Planning

· Annual Funding Requests

· Prioritization

· Project Work Authorizations

· Project Information

· Planning and Scheduling

· Execution and Tracking

· Project Financial Planning

· Changes, Risks, Issues

· Project Change Request

· Project Closure

· Project Reporting

· Earned Value Management (EVM)

· Project Status

· eFolio Reporting

· Resource Information

· Resource Availability

· Resource Management

· Time Reporting

· Other Planned Work

· Portfolio Budget and Resource Capacity Management

· Governance

· Project Lifecycle

· Enterprise Lifecycle

· Analysis and Reporting

· Request

· Strategic

· Project

Project Management The EPMT shall combine the project scheduling features with the resource and capacity management features to support an integrated prioritization and planning data set that includes traditional Work Breakdown Structure (WBS), advanced resource planning, aggregated scheduling, and financial integration.

Project Scheduling WBS Project scheduling and the work breakdown structure requirements include:

· The ability to have a single Integrated Master Schedule. The ability to have large interconnected monolithic project plans.

· The ability to build project schedules with many levels of indentation.

· The ability to have potentially long task unqiue tasks names.

· The ability to capture notes and action items associated to the WBS.

· The ability to establish constraints and dependency on projects.

· The ability to establish constrants and dependencies between projects.

· The ability to calculate critical path on a project or set of related projects.

Portfolio Management The ability to work in the EPMT with a set of or portfolio of requests, strategic items, resources, projects, etc in order to view, plan, analyze, or report. Portfolio Management enables you to create virtual folders or collections of projects so that you can work with them, report on them, analyze them, and discuss or update them.

Workflow The EPMT solution shall provide the ability to do process modeling and workflow development for a variety of business processes.

Workflow Management The ability to establish defined flow of process and data and to associate stakeholders who will play a role in those processes, and where appropriate facilitate the role execution within the workflow.

Configurable Logic The EPMT solution shall provide the ability to define logic for IHS data and processes. For example the ability to construct identifiers from segments of data, or to make conditional workflow decisions by testing values and driving results based upon those values within the EPMT.

Resources Resources are those individuals in the organization, Federal or contract, who provide value to the organization by applying their knowledge, talents, and effort to the work of the organization.

The EPMT shall support the ability to represent resources within the system, classify them as required, and connect them to their roles within the organization including governance/approval processes, project work , and time reporting.

Resource Assignments The ability to associate resources to the work they will be performing, such as projects, within the organization. The ability to establish requirements for planning and then firm up those assignments as the tasks become closer in time to performance.

Planning Execution

Resource Management Resource management features that are desired in the EPMT solution shall include:

· Reviewing resource utilization by role or team,

· focusing resources on high-priority projects,

· providing feedback to help ensure that the work scope being prioritized is consistent with the organization's capacity,

· identifying and mitigating risks associated with resources,

· helping to manage costs within the organization's financial constraints,

· enabling a consistent, auditable process,

· driving decisions efficiently using project and resource data.

Resource Teams The ability to identify individual resources to a team or resources that provide a specific type of service or have a specific skillset is desired.

Project Financials The EPMT shall provide the ability to capture project, report on, and analyze budgeting and financial actual data through the project’s phases.

Financial planning involves planning, estimating, and tracking the expected costs of a project. The EPMT consolidates both budgeting and forecasting concepts into a periodic process for managing project financial data.

Note that project financials are separate from the annual budget and other financial controls at the organizational level.

Time Reporting The EPMT shall provide the ability to report time against project tasks. When resources are assigned to complete work on project they will be asked to provide a timesheet each week. This time sheet tracks the projects and tasks that each time reporter is expending effort on and also tracks the amount of effort expended against the amount of estimated effort required to complete whatever the time reporter is working on.

Project Status The EPMT shall provide a configurable flexible approach to collecting and presenting various aspects of project reporting. This can vary by project type and by governance requirements across the IHS organization. The EPMT must support the collection of this information as well as the ability to report out on project status against a project or a set of projects.

Financial Planning Process Support Financial Close Financial Close is part of a financial management process that establishes and maintains an active period for financial data to be revised. The Financial Close establishes the cadence that will be used to ‘close’ or block revisions to financial data and enables financial health analysis.

Actual/Forecast Version The ability to compare the planned/forecast project financials against the actuals as they are recorded and report variance.

Annual Planning The ability to align with the annual planning process and meet the program, project, and resource management aspects of the annual planning process with data from the EPMT.

Default Role Assignment Throughout the request, strategy, or project workflow there are opportunities to assign default roles, and individuals. The EPMT shall provide this or comparable capabilities.

Notifications The EPMT shall provide for the ability to notify key stakeholders in the processes supported by the EPMT to prompt process engagement and communicate progress.

Permissions, Roles, Grants, and Controls Establishing who can perform which features in the EPMT and who can access which data in EPMT is a must given the sensitivity of some of the data that will be contained in the EPMT.

User Role Is descriptive of the features and abilities the user will have access to in the EPMT.

Process Role Is descriptive of the user’s process role in the lifecycles being implemented in the EPMT.

Grants Enable Read Only or Read Write access to data in the system.

The EPMT must provide sufficient methodologies to control permissions, convey a given user’s role in the business processes they participate in, and control access to data contained within the system.

Billing Rates The EPMT shall support the ability to have explicit rates which will be used to calculate the cost of the effort resources will expend on project tasks.

Reporting and Analytics IHS has identified several reporting and analytical requirements.

EVM (Earned Value Management) A report that calculates the earned value metrics using project data and the EVM formulae.

Schedule and Effort Variance A report that provides a view of variance against plan for schedule and effort.

Work Portfolio Effort The EPMT provides a report that summarize project effort, with drill down to detailed project and resource hours with an option to show scheduled, actual or all effort.

Project and Portfolio Highlight Report A summary of key information on the project into a “one page” report for project stakeholders and project review meetings. Includes project attributes and responsibility information, trend of project condition/RAG/RYG, descriptive information, date and milestone information, commentary and potentially change request, risk and issue lists.

Report can be developed for a single project, or a set of projects.

Milestone Status A report that counts and categories milestones across the portfolio where milestones are categorized according to a milestone type.

Portfolio Gantt Combined timeline visualization for a set of projects which includes timeline visualizations.

Project Schedule Effort Summary of all effort planned against the project, analyzable to the activity, resource and day.

Support and Services The EPMT Contractor and/or their solution delivery partner shall provide consistent, skilled, timely support for IHS.

· Monitoring of jobs and processes

· Upgrade and maintenance support

· Configuration services

· Custom report and integration services

IHS

IHS will participate in preparations for the EPMT including but not limited to:

· Providing requirement statements

· Providing base line workflow configurations and data requirements

· Providing supplemental details and examples as required

· Testing the solution as it is being developed

· Assess change impact

· Support implementation

· Support messaging and communicating in support of the EPMT implementation

· Coordinating the delivery of training

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