4_-_Attachment_1_-_Requirements_Traceability_Matrix--12.24.2014.xls

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Combined Federal Campaign Centralized Campaign Administration Services
Solicitation number
OPM16-15-R-0001
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Document Overview

Attachment 1
Combined Federal Campaign Centralized Campaign Administration Services

Solicitation Number OPM16-15-R-0001 Requirements Traceability Matrix System Requirements and System Business Rules Requirements This document contains the following:

- System Requirements

- System Business Rules Requirements

Note: This document is meant to provide potential offerors with a high-level overview of the potential CFC system requirements and system business rules requirements. It is not intended to be an exhaustive list of rules and requirements, but rather should be used as a tool by potential offerors to determine how to approach their proposed solution/response to the CFC CCA RFP.
Version: 1.0

Date: December 24, 2014

&L&P&CBENEFEDS RFP&R&D

&L&P&CBENEFEDS RFP&R&D

&L&P&CBENEFEDS RFP&R&D

System & Business Rules Reqs.

Completed by the Offeror
System Req (R) / Business Rule / Req (BR)Rule / Requirement DescriptionMinimum / Future RequirementTurn-keyConfiguredCustom CodeExceptionComments
1-DTDevelopment and Transition
BRThe Contractor's key staff must conduct regular transition meetings with OPM and other key stakeholders. The first transition meeting with OPM and the current Contractor must be held within 21 calendar days from contract award.
BRThe Contractor must provide a solution and implementation plan that facilitates a seamless transition to its services
BRThe Contractor must provide weekly detailed reports on its progress to OPM
BRThe Contractor must submit a development and transition plan that is thorough, detailed and provides specific dates for each step of the process. The project plan and schedule must identify resources, interdependencies, assumptions, what the offeror expects of OPM and what it expects/needs from the current contractor to accomplish all tasks identified. The plans must also reflect contract requirements as outlined in the RFP such as security and Section 508 requirements
BRThe Contractor must agree to provide onsite client and project management support at OPM if requested throughout the transition period and afterwards until such time that OPM and the Contractor mutually agree that onsite support is no longer needed
BRThe Contractor must contact and work with carriers, payroll providers and OPM to develop and test interfaces
2-APApplication and Pledging System
BRThe Contractor must have processes to obtain and validate payroll deduction for each donor and share that information with the CCA for that payroll provider.Minimum
BRThe Contractor must transmit payroll deduction information to CCA for that payroll provider as soon as possible after the Open Season, but no later than 7 business days.Minimum
BRThe Contractor must transmit payroll deduction information to CCA for that payroll provider within 7 business days after a new-hire makes a payroll deduction pledge outside of the Open SeasonMinimum
BRThe Contractor must have processes in place to identify, research and resolve payroll deduction pledge errorsMinimum
BRThe Contractor must have processes in place to research and resolve status changes for an existing pledge such as retirements, transfers and terminationsMinimum
BRThe Contractor must work with EHRI, self service systems, payroll providers and other data sources to research, verify and resolve payroll deductions with errors, changes in pay status as well as those who transfer, terminate or retireMinimum
BRThe Contractor must have processes in place to cancel ineligible payroll deduction pledges, including notifying donor and CCA for that payroll providerMinimum
BRThe Contractor must issue donor IDs that are internal and unique to enable at a minimum, matching/tracking all persons with payroll deduction pledges on name, employing agency and payroll providerMinimum
BRThe Contractor must have a process to accept and process paper pledge forms through the 2020 solicitation period.Minimum
RThe system must issue unique 5 digit codes to new charity applicants that will be used by employees to identify the organization for pledging purposes.Minimum
RThe system shall, at a minimum, collect the following data from applicant charities during the application period:

• Organization name (per the IRS)

• Organization Doing Business As (DBA) name

• Employer Identification Number (EIN)

• Physical Address (no PO Boxes)

• Mailing Address, if different

• Contact Name

• Phone number(s) and e-mail address(es)

• website

• Positive responses to the regulatory required certifications

• Uploaded supporting documents (IRS Determination Letter, Audited Financial Statements, IRS Form 990, DBA)

• Statements of Services by State and Year

• Charity List statement up to 256 characters

• Up to three taxonomy codes for search function

• Thank You Statement for donors

• Banking Information for Distribution of Funds

• Contact Name, Address, E-mail and phone number for Distribution and Pledge Reports (if different from above)Minimum
RThe CFC system shall validate applicants in real time via the IRS Business Master File update and notify the organization if they are not in the IRS listing and what they must provide to demonstrate they qualify. The system shall create a report of organizations that received these notifications for OPM use.Minimum
RThe system shall scan PDF documents provided to verify/collect certain information.Minimum
RThe system must allow access to application files to OPM Office of CFC and other Federal employees as determined by OPM for review of applications.Minimum
RThe system will assign a PIN in accordance with OPM's security standards to organizations when they enter the system to apply and provide the organizations with access to prior year application information.Minimum
RThe system will accept application and other fees electronicallyMinimum
RThe CCA will distribute funds to the organizations electronically and provide them with donor and other reports as required by OPM.Minimum
RThe system must provide, as part of the online pledging, a tool for donors to search for charities. This tool must, at a minimum, allow the donor to search for charities based on name, EIN, CFC Code, taxonomy code, location (city, state and/or zip), AFR and/or general key words. The tool will display the required information per the CFC regulations and provide links to the organization’s application documents and website.Minimum
RThe system shall allow for solicitation period pledging.Minimum
RThe system shall be able to process and accept online pledgesMinimum
RThe system shall, at a minimum, collect the following data from employees during the pledging process:

• Employee Name

• Employee SSN or Employee Identification Number

• Employee’s Federal e-mail address

• Employing Federal Agency

• Employee’s Work Location

• Organization’s to which the employees wishes to pledge and amount

• Method of pledge payment (payroll deduction, credit card, debit card, e-check) o Ability to accept non-payroll deduction pledge payment information via a secure system

• Response as to whether they wish to release their information to the organization(s)

o If yes, allows entry for PERSONAL address and e-mailMinimum
RThe system shall allow for payroll deduction, credit card, debit card and electronic check pledgingMinimum
RThe system shall permit new employee pledging outside the solicitation period based on regulations and OPM guidanceMinimum
RThe system shall be able to incorporate new legislative and regulatory rules within the timeframe required.Minimum
RThe system shall perform basic eligibility screening at point of pledgingMinimum
RThe system shall provide a comprehensive list of employing agencies for enrollees to choose from, as well as offer multiple and/or robust methods for inputting that information, such as (but not limited to) drop-down menu and entering agency name or sub-bureauMinimum
RThe system shall permit the continuous opportunity to change a pledge throughout the solicitation period, with the last pledge on file when the solicitation ends being the pledge of recordMinimum
RThe system shall be able to transmit information on changes to pledges and terminations to the CCA(s) responsible for that donor's pledge on a monthly basisMinimum
RThe system shall be able to transmit information on solicitation period pledges to payroll providers and the related CCA in a one-time batch transmittal the day after the solicitation period endsMinimum
3-CCCall Center
BRThe Contractor must provide domestic and international telephonic accessMinimum
BRThe Contractor must be capable of accepting international calls, receiving voice mail messages during non-call center hours, and assisting the overseas customer as needed, including contacting him or her at a mutually agreed upon time.Minimum
BRThe Contractor must create appropriate Voice Response Unit (VRU) scripting that can be updated as situations warrant, including for application and solicitation periods. All scripting must be reviewed and approved by OPM.Minimum
BRThe Contractor must provide Telephone Based-Services to include a toll-free number, Interactive Voice Response (IVR), Teletypewriter (TTY) with live operator help services, and the ability to work with relay operatorsMinimum
BRThe CFC call center shall be available for a minimum of ten hours per day at least Monday through Friday, with expanded hours for application and solicitation periodsMinimum
BRThe Contractor must adequately staff the call center based on demand at all times, especially during application and solicitation periodsMinimum
BRThe call center must have expanded work days and hours during application and solicitation period with extended hours until midnight Eastern Time on the last day of application and solicitation periods. All calls in the queue at midnight must be serviced.Minimum
BRThe Contractor must have well-defined minimal qualifications for customer service representativesMinimum
BRThe Contractor must develop a training program for all CSRs and call center staffMinimum
BRThe Contractor must train all CSRs and call center staffMinimum
BRThe Contractor must provide an appropriate number of CSRs fluent in Spanish, so that calls can be handled without the need to transfer to an interpreter serviceMinimum
BRThe Contractor must provide translation support for languages other than Spanish as necessaryMinimum
BRThe Contractor must utilize tracking and measurement tools to provide the data necessary to accurately assess staffing needs, staff training and necessary systems enhancement.Minimum
BRThe Contractor must provide OPM with capability to monitor calls for quality and accuracyMinimum
BRThe Contractor must be capable of randomly surveying both telephonic and online customers to inquire about service, usability, and other issuesMinimum
RThe system shall record 100 percent of all calls and be able to retrieve and review a specific call(er) for at least the current and prior yearMinimum
RThe system shall employ processes and tools to accurately measure first call resolutionMinimum
RThe call center system shall provide prompts in SpanishMinimum
4.0-SASystem Attributes
4.1-SASystem Interface(s)
BRThe Contractor must be able to manage content in a dynamic fashion and provide a quick/easy way to update style sheetsMinimum
RThe system shall be able to interface with payroll providers for activities such as, but not limited to pledge deductions and pre-validationMinimum
RThe system shall be able to interface with EHRI to query and receive enrollee dataMinimum
RThe system shall be able to support multiple file formats as required by EHRI - including fixed-width file formatsMinimum
RThe system shall be able to pull data from EHRIMinimum
RThe system shall provide help and Frequently Asked Questions (FAQs)Minimum
RThe system shall provide help and Frequently Asked Questions (FAQs) with the ability to update quickly, as needed or requested by OPMMinimum
RThe system shall be capable of implementing real time updates to VRU messaging, user interface, and FAQs as needed or requested by OPMMinimum
4.2-SATool Sets
RAt a minimum, the system shall be capable of supporting informatica mappings and workflows as well as Oracle/SQL queriesMinimum
RThe system shall employ tools and techniques for mailing address managementMinimum
4.3-SAUser Interface
BRThe system must utilize best practices to provide a user interface that is visually pleasing, intuitive, easy to navigate, quick and that readily reuses information already gathered to minimize duplicationMinimum
BRThe Contractor must design and use customer surveys, user groups and other user feedback to gather and drive usability improvementsMinimum
BRThe Contractor must have a well-defined process to routinely evaluate, assess and improve site usabilityMinimum
RThe system shall provide a unique CFC page that is user ID and password protected, allows users to log in and view:

• pledge and demographic information

• profile information

• per pay period pledge for current year

• pledge payment history both year to date and per calendar year

• total pledge paid for year-end tax informationMinimum
RThe system shall be able to allow users to add, update and change certain information in real time, including demographic and profile dataMinimum
RThe system shall prominently display a link to the Privacy StatementMinimum
RThe system shall be Section 508 compliant ( Section 508 of the Rehabilitation Act as amended by the Workforce Investment Act of 1998)Minimum
4.4-SASystem Architecture
BRAs part of its SDLC, the Contractor must establish a configuration control board (CCB) to review and prioritize system changes and enhancements. The CCB must have the following components:

• Charter

• Configuration Management Plan

• Change control approach

• Meeting scheduleMinimum
BROPM must have a seat and voting privileges on the CCBMinimum
BRThe Contractor must provide data format information used in exchanging, retrieving and/or disseminating dataMinimum
BRThe Contractor must have a method and plan to support system capacity surges without system failureMinimum
BRThe Contractor must be able to authenticate a user's personal demographic data either real time or post enrollmentMinimum
BRThe Contractor must identify the associated security controls for each interfaceMinimum
BRThe Contractor must keep current with secure file transfer protocols and methods of transmissionMinimum
RThe system shall be able to accommodate a change in participating charities or an addition to the number of charitiesMinimum
RThe system shall include a real-time "read-only" view for charities to access information on their donors onlyFuture
RThe systems rules engine shall allow for multiple sets of program logicMinimum
RThe system shall be available to users 24/7Minimum
RThe system shall be able to support multiple secure protocols and clients for file transfers, including but not limited to:

• Connect: Direct FTP+

• FTP Client that supports SSL/Secure Socket Layer

• SFTP (Secure File Transfer Protocol)

• Tumbleweed Secure Transport (FTP Client)

• Secure email that inter-operates with secure email systems of payroll providers, carriers and OPM

• Virtual Private Networks (Checkpoint VPN)Minimum
RThe system shall be IPv6 compliantMinimum
RThe system shall be able to receive, process, transmit or forward IPv6 packets and be inter-operable with other systems and protocols in both IPv4 and IPv6 modesMinimum
RThe system shall be single sign-on enabled by usersFuture
RThe system shall be able to scale to anticipated increases in user volume, as well as occasional usage spikes without degradation to the user's experience, such as delayed page loads, response or down timeMinimum
RThe system's test environments shall mirror the production environment(s) (test environments may have approved reasonable differences to help reduce costs)Minimum
RThe system shall be capable of supporting multiple Web 2.0 technologiesMinimum
RThe system shall be able to receive and store annual pledge amounts per donorMinimum
RIn the event of a system failure, all critical applications shall be fully available within four (4) hours and system data shall be available and accessible within 24 hoursMinimum
4.5-SASystem Security
BRThe Contractor must ensure that all CFC data is available within approved standards as outlined in the QASPMinimum
BRThe Contractor must develop and maintain a disaster recovery and business continuity plan. The plan must address flexibility for recovery procedures for critical business functions, secure backup site(s) (hot/cold), continuation of services, and protection/accessibility of data.Minimum
BRThe Contractor must monitor the security of the network and servers, and provide OPM access to appropriate security logsMinimum
BRThe Contractor must ensure that all equipment and data is secured from loss of any typeMinimum
BRThe Contractor must monitor and manage all servers, infrastructure software, networking equipment, and the application web interfaceMinimum
BRThe Contractor must have a vigorous fraud and abuse program that assesses vulnerabilities and detects and eliminates internal/external fraud and abuseMinimum
BRThe Contractor must accommodate any special security needs of the Intelligence Community, including the provision of staff who can meet enhanced security clearances, undergo OPM security training, and secured space for equipment such as secure phone and secure fax subject to periodic inspectionMinimum
BRThe Contractor must successfully complete the Certification and Accreditation (C&A) process with an approved providerMinimum
BRThe Contractor must deliver approved or completed Certification and Accreditation Documentation (C&A). The documentation shall include but not be limited to:

• C&A Plan

• System Security Plan

• Risk analysis

• Security Test and Evaluation (ST&E) Plan and Results Report

• IT Contingency Plan

• Continuity of Operations Plan

• Post-Accreditation Action Plan

• Privacy Impact AssessmentMinimum
BRThe Contractor must maintain its C&A status with an approved provider via ongoing reviewsMinimum
RThe system shall comply with the requirements of FISMA and OMB guidance, as amendedMinimum
RThe system shall comply with both the Federal Enterprise Architecture compliance standards and the Federal Enterprise Architecture Records Management ProfileMinimum
RThe system shall be Public Key Infrastructure (PKI) enabledMinimum
RThe system shall have secure email capabilities to service donors, charities and OPMMinimum
RThe system shall have the ability to securely transmit all data and files with PIIMinimum
RThe system shall have in place safeguards for OPM data as well PII of enrollees, and specifically shall follow NIST guidelines for safeguarding such informationMinimum
5-RReporting
BRThe Contractor must provide to the participating charities:

• a report showing the total dollar amount pledged to the organization for the recently ended solicitation period by a date determined by OPM

• Donor name, contact information and pledge amounts for any donors who authorized the release of this information

• Information on any changes in pledges with the monthly/quarterly distributionsMinimum
BRThe Contractor shall provide ad-hoc reporting at OPM's request.Minimum
BRThe Contractor must provide reports that summarize performance against QASP metrics within the timeframes specified in the QASPMinimum
BRThe Contractor must provide monthly reporting on operations and activitiesMinimum
BRThe Contractor must provide each local campaign daily/weekly updates of pledges during the solicitation periodMinimum
RThe system shall generate enhanced reporting during application and solicitation period to include, but not be limited to:

• daily call center reporting of number of calls

• average speed of answer

• abandonment rates

• number of customer service representatives available

• number of emails received

• number of emails responded toMinimum
RThe system shall be able to provide the ability for OPM to generate unique or customized reportsMinimum
6.0-PMProgram Management
BRThe Contractor must be familiar with applicable law and regulations related to government systems, privacy, accessibility and the Combined Federal CampaignMinimum
BRThe Contractor must deliver an application and pledging system that performs all the components included in the SOO and this RTMMinimum
BRThe Contractor must provide specific program management support activities to include, but not be limited to:

• development of schedules

• management plans

• risk management approach

• action item tracking and problem resolutionMinimum
BRThe Contractor must be willing and able to meet requirements from payroll providers, EHRI, and other sources in order to continue to be able to exchange files and data.Minimum
BRThe Contractor must notify OPM via email or by phone within two hours of first learning about an incident/error, including a potential error not yet quantified. This notification must take place even if few details are known. An initial written incident report must be provided within twenty four hours, with follow up reports provided at least weekly until the root cause of the incident or error has been identified, and process improvements described and undertakenMinimum
RThe system shall operate consistent with applicable law and regulationsMinimum
6.1-PMStaffing Management
BRThe Contractor must provide to this project the leadership staff that has the appropriate education, knowledge and experience to direct all areas of operation.Minimum
BRThe Contractor must indicate its key staff, and provide a detailed job description, resume and indicate the percentage of time that position is dedicated to CFCMinimum
BRThe Contractor must provide a detailed call center staffing plan, including the number/percentage of staff dedicated to OPMMinimum
6.2-PMFinancial Management
BRThe Contractor must account for and maintain CFC funds separately, and cannot co-mingle funds with other programs or other Contractor assetsMinimum
BRThe Contractor's accounting/financial management processes must account for and balance each donor's and charity's funds separatelyMinimum
BRThe Contractor must release funds to charities on a quarterly basis, at minimum.Minimum
BRThe Contractor must prepare and submit an Annual Accounting Statement to OPM summarizing the financial results of CFC operations for the previous fiscal year. This statement must be prepared in accordance with the requirements issued annually by OPM and will be due to OPM in accordance with a date established by those requirements.Minimum
BRThe Contractor must have the most recent financial statement for CFC operations audited by an accounting firm that ascribes to the standards of the American Institute of Certified Public Accountants. The report will be submitted to OPM along with the annual accounting statement.Minimum
BRBased on the results of either the independent audit or a Government audit, the annual accounting statements for CFC may be adjusted by:

• amounts found not to be properly allocated to a charity

• overpayments or underpayments to a charity

• amounts found not to constitute properly allocable or allowable travel costsMinimum
BRThe Contractor’s books and records must support cash and investment balances it reports in its Annual Accounting StatementMinimum
BRThe Contractor must employ appropriate short term investment strategies for funds from the time it receives them until disbursement to charitiesMinimum
BRThe Contractor must account for investment incomeMinimum
BRThe Contractor must notify OPM of any proposed change in its cash management procedures involving program funds. Such proposed change is subject to OPM approval.Minimum
BRThe Contractor must reconcile its accounting statements with pledge reports and funds transmitted to charities. Any discrepancies must be resolved to the satisfaction of OPMMinimum
BRThe allowable travel costs chargeable to the contract for a fiscal year will be the actual, necessary, reasonable and allocable amounts incurred with proper justification and accounting support, determined in accordance with Subpart 31.2 of the FAR applicable on October 1 of each year, and the terms of the contract.Minimum
6.3-PMOPM and Charity Relationship Management
BRThe Contractor must support application and solicitation activities as requested by OPMMinimum
BRThe Contractor must be responsive to all OPM constituencies, including but not limited to Congress (individual members and committees), retirement organizations, and media organizations that focus on Federal issues.Minimum
BRThe Contractor must respond to Executive or Legislative branch inquiries within required timeframesMinimum
BRThe Contractor must be prepared and responsive to deal with the special needs of older annuitantsMinimum
BRThe Contractor must be able to accommodate a change in charities or an addition to the number of charitiesMinimum
BRThe Contractor must give OPM the right to review and approve all Contractor communication prior to use, including emails, letters, and phone scriptsMinimum
BRThe Contractor must partner with OPM in the planning and preparation for application and solicitation periods. The Contractor must plan appropriate resources for activities such as evaluating the website, reviewing the application and pledging modules, and improving the usability of the website.Minimum
BRThe Contractor must accommodate legislative and other mandates within the timeframes specified.Minimum
BRThe Contractor must keep OPM regularly apprised of current status on payroll provider issues, concerns, projects, communications, etc.Minimum
BRThe Contractor must provide:

• a dedicated email account for OPM to forward inquiries it receives related to the CFC system

• a single point of contact who receives these inquiries and provides timely resolutionMinimum
BRThe Contractor must develop and maintain close working relationships with payroll providers, HR LOB centers, and agency human resource staff as appropriate to ensure smooth processing and develop improvements and enhancements to current policies, procedures and processesMinimum
BRThe Contractor must develop and maintain a log for issue resolution and improvements. Such logs should include action items, problems/issues and projects/new initiatives/enhancements. Updates are provided to OPM weekly and include progress toward resolution.Minimum
6.4-PMProject Management
BRThe Contractor must establish and institute a well-defined, well documented continual quality assurance and improvement processMinimum
BRWhere applicable, the Contractor must utilize EVM principles and tools as well as OMB guidance for CFC system developmentMinimum
BRThe Contractor must develop and implement program/project schedules including, but not limited to the following:

• Requirements

• Analysis

• Design / Development

• Testing

• Release

• Change Requests / Defect RequestsMinimum
BRThe Contractor must include a Work Breakdown Structure as part of its detailed project planMinimum
BRThe Contractor must closely monitor OPM's E-Gov initiatives for any impact or improvement opportunity for payroll and/or CFC administration.Minimum
6.5-PMSystems Management
BRThe Contractor must utilize a development methodology which incorporates functional prototyping as well as functional HTML mockups for OPM review with sufficient time to incorporate feedback and changes.Minimum
BRThe Contractor must continually explore opportunities to enhance or improve business and system processes that compensate for the lack of an eligibility fileMinimum
BRThe Contractor must accommodate the limitations of decentralized payroll/personnel systems that have varying requirements and no eligibility fileMinimum
BRThe Contractor project schedule must incorporate a sufficient period of User Acceptance Testing (UAT) as agreed to by OPMMinimum
BRThe Contractor must provide OPM a UAT environment that fully mirrors the enrollment system to permit thorough testing of page flows and links of the entire enrollment process.Minimum
BRThe Contractor must work with OPM on a UAT schedule for application and solicitation periods and other content releases and a code freeze dateMinimum
BRThe Contractor must conduct and manage testing activities, including functional, performance, regression, load and preliminary security testing including unit, alpha, beta and integration testing of software releases in support of error free application launchesMinimum
BRThe Contractor must provide fully redundant environments, with appropriately capable and scalable hardwareMinimum
BRThe Contractor must establish and institute a process that includes a schedule for system upgrades, enhancements and change requests, including but not limited to the following as agreed by OPM:

• Operating System upgrade

• User Interface upgradeMinimum
BRThe Contractor must recommend and institute a process for data storage and archivingMinimum
BRThe Contractor must develop and maintain its own Business Rules/Requirements and detailed Requirements MatrixMinimum
BRThe Contractor must routinely sample the accuracy and validity of new hire enrollments and take appropriate action as necessary for invalid enrollmentsMinimum

&L&P&CCFC Central Campaign Administrator RFP&R&D Laurie Bodenheimer:

not sure we should list programs here. If so, we should include FEHB as well &L&P&CCFC Central Campaign Administrator RFP&R&D

&L&P&CBENEFEDS RFP&R&D

&L&P&CBENEFEDS RFP&R&D

&L&P&CBENEFEDS RFP&R&D

&L&P&CBENEFEDS RFP&R&D

&L&P&CCFC Central Campaign Administrator RFP&R&D

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