PWS - Task Order 25.pdf

Performance Work Statement Version Date: January 24, 2021

Performance Work Statement – Bridge Contract

Period of Performance: July 1, 2022 – June 30, 2023

The National Center for Education Statistics (NCES) is charged with the acquisition, analysis, interpretation, dissemination, and reporting of statistical data reflecting the condition and progress of education at all levels in the United States and on educational activities and student achievement compared with foreign nations. Its Postsecondary Branch within the Administrative Data Division focuses on the collection of administrative data from postsecondary educational institutions. This division administers the Integrated Postsecondary Education Data System (IPEDS). It is a system of interrelated surveys conducted annually by the U.S. Department’s National Center for Education Statistics (NCES). IPEDS gathers information from every college, university, and technical and vocational institution that participates in the federal student financial aid programs. As a part of its mandate, NCES must study and develop solutions to new problems and issues that arise in the collection and analysis of education data.

This task provides contractors to assist with Data Collection and Data Operation activities.

I. Scope of Work

The work on this contract covers seven different tasks, all of which are related to supporting the IPEDS Data Collection and Data Operation activities. They include:

Task 1 – Initial meetings with Contractor Task 2 – IPEDS Data Collection Support Task 3 - Responding to Information Requests and Supporting Help Desk Task 4 - IPEDS Improvement and Expansion Task 5 - Data Center Support and SAS programming Task 6 – Special Projects Task 7 - Manage the IPEDS Twitter Feed

There is also an optional Task 8, which outlines transition activities, if necessary, at the end of this contract.

Task 1 – Initial Meeting

The contractor shall meet with the NCES task leader within one week of award to review activities and refine the task schedule. The contractor shall submit a summary of the meeting, including any revisions to the schedule, to the NCES task leader within one week of the meeting.

This meeting can be done in person or by phone.

Deliverable: See Deliverables Table for specifics.

Task 2 – IPEDS Data Collection Support

The Postsecondary Branch administers the IPEDS collection consisting of 12 different survey components: Institutional Characteristics (IC), Completions (C), 12-month enrollment (E12), Student Financial Aid (SFA), Graduation Rates (GR), 200% Graduation Rates (GR200), Admissions (ADM), Fall Enrollment (EFL), Finance (F), Human Resources (HR), Academic Libraries (AL), and Outcomes Measures (OM). The contractor shall review new and existing IPEDS Survey Components for standards compliance, content relevance, cognitive design, assist in the development of instrumentation and data collection mechanisms, user interface requirements and instructions, answer user questions, provide quality control, review summary data, and attend relevant project meetings.

Subtask 2a: Review new and existing surveys

Prior to the opening of the collection cycle the contractor shall review assigned new and existing survey components to ensure that the collection instruments are consistent with the approved collection materials, that instructions are clear and facilitate data submission by postsecondary institutions. Survey materials must be consistent with the approved OMB clearance materials and changes or improvements must be reviewed by the Team Lead for Operations. Other improvements should be consistent with policy initiatives and the goals of the Postsecondary Branch as described by the task leader.

Requests to review survey materials are also submitted through a change management system called the IPEDS Request Tracking System (IRTS). This system allows the contractor(s) working on the surveys (Senior Scientist(s)) of this task to submit change requests for the collection system and to monitor their progress towards completion. The Team Lead for Survey Operations, a federal employee, reviews all requests submitted to IRTS and approves them prior to their being changed in the collection system.

Subtask 2b: Review data products for accuracy

After collection, the data are checked for accuracy by the system. The contractors working on the surveys (Senior Scientist(s)) must be familiar with the system edit checks, how and when they operate, and offer suggestions for improvement. Knowledge of system edits informs the most efficient method for checking publications. After data are collected, processed, and released, NCES issues a set of reports. The contractor shall review and audit web tables to ensure 100% accuracy prior to release in this period of performance. Report reviews shall take no more than 10 business days to complete unless a delay is approved by the NCES task leader.

This work normally takes an experienced staff member approximately 15-45 minutes per web table. Web table data checking may be performed by the Junior Analyst I to confirm the calculation of statistics in each table. Such work for the Junior Analyst I will be assigned by the Team Lead for Data Quality, a federal employee.

Subtask 2c: Review and maintenance of data edits in the data collection system

The data collection system provides an online interactive interface whereby keyholders and other institutional and state data providers may report data. During the data submission process submitted data are subjected to a series of referential checks to make sure that submitted data are logical and consistent with data submitted in the prior year. For survey components assigned to the Senior Scientist(s) (contractor), the contractor shall review existing data editing procedures and identify opportunities for additional data edits. Additional data edits should address the fields with the greatest error in reporting, those fields that receive high call volume to the IPEDS help desk, and new fields that do not have edits assigned. All suggested changes will be reviewed by the Team Lead for Survey Operations. Review work of this nature is ongoing during the collection as issues arise and annually during May, June, and July after the collections are closed.

Deliverable: See Deliverables Tables for specifics.

Subtask 2d: Attendance and participation in weekly calls

Throughout the year the IPEDS program has calls on alternating Wednesdays to review and discuss recent work completed, pending work, and new emerging issues. The contractors both Senior Scientists and Junior Analyst shall attend these meetings and actively participate in the calls. During these calls the senior scientist are expected to contribute to the places on the agenda related to the data collection, publications and outreach, and call center activity. The Junior Analyst should contribute to topics related to publications and data center activities.

On alternating weeks from the IPEDS operational calls, the team has calls related to the Data Feedback Reports, Data Center, API, and Website Development. The Senior Scientist(s), Junior Analyst (as needed), and Consultant shall participate in these calls and support these processes.

Task 3: Responding to Information Requests and Supporting Help Desk

The IPEDS Collection and resulting data files are the source of intense media and industry requests for data, clarification, reports, and comments. To ensure that respondents provide accurate and timely data, the contractor shall respond to questions and requests for clarification from institutional key holders, systems coordinators, and other education professionals with interest in understanding how to submit to IPEDS. The contractor shall act as the subject matter expert (SME) for the survey components assigned. A SME shall be proficient in understanding glossary terms, instructions, submission procedures, current industry practices, historical changes in data collection, legislation, and common institutional reporting differences. All communications should be conveyed to the Team Lead of Survey Operations. Many communications are on reoccurring topics and once the subject matter expertise have been established for a specific topic and approved by the Team Lead of Survey Operations, concurrent inclusion via CC is sufficient.

Subtask 3a: Preparing responses to media inquiries

NCES has a policy that only federal staff shall communicate with the press. As the SME for assigned survey components, the Senior Scientist contractor shall prepare media responses and send them to the Task Leader or a federal designee. At times when calls with media are held the contractor may be assigned to be present on the call with the Task Leader or design and provide technical clarifications to members of the media and other federal staff. The Junior Analyst I may also be asked to prepare or organize tables from publications for a Press Request. Typically, interactions with the Press are fewer than 18 a year and often result in the release of already published information with some explanation. Most of these interactions take less than 2 hours each.

Subtask 3b: Alignment with the IPEDS Help Desk

The IPEDS Help Desk receives over 70,000 calls annually. The vast majority of these calls are handled by the Help Desk and summarized in a monthly report to the Task Leader. For questions that are novel to the Help Desk the contractor Senior Scientists shall assist assigned government staff in developing answers and relaying technical information about the collection to the Help Desk. In general, the contractor will only be responsible for questions related to assigned survey components and will coordinate with federal staff to ensure that responses are consistent with other surveys in practice and format. To ensure that the IPEDS Help Desk stay current with the latest information, the contractor shall continually update the Help Desk with information related to assigned survey components, instructions, and reporting issues. In addition, the IPEDS Help Desk conducts training twice a year, typically in August and December. During these times the contractor shall support the training by providing materials and presenting on assigned survey components and attend (virtually via teleconference); federal staff will always be present for these training events either in the room with the Senior Scientist(s) or physically at the training event.

Subtask 3c: Attendance of Local Conferences

There are usually several conferences or research presentation sessions held in Washington DC area that pertains to IPEDS data or Postsecondary policies related to IPEDS. In the normal conduct of duties, it is likely that the contractor will become aware of events related to IPEDS survey components assigned to them. The contractor shall notify the federal task leader of these events and attend those that the federal task leader requires. After collection the data is checked for accuracy upon collection by the system.

Task 4: IPEDS Improvement and Expansion

The IPEDS Collection is continually evaluated and assessed for improvement. In the course of a year the IPEDS program holds three Technical Review Panels (TRP), two National Postsecondary Educational Committee meetings, a Training Event for contracted trainers, a state coordinators training event, and other local events for IPEDS stakeholders. The contractor shall attend and support these local events as assigned by the Team Lead for Survey Operations and possibly by presenting training information relevant to assigned survey components, preparing materials, reviewing materials, and data usage. All presentation materials and reviews shall be completed as specified by the Federal Task Leader.

Subtask 4a: Technical Review Panels (TRP)

A critical means of identifying ways to improve IPEDS are the TRPs that are held three times a year to address new and changing issues related to IPEDS. Often a TRP is made to address a single survey component and the SME for that survey component leads the organization and presentation of materials to the TRP attendees. The contractor shall assist TRP work as appropriate based on assigned surveys and TRP agenda which is set by the Task Leader. TRP meetings last no more than two days and discussion sessions are typically less than 2 hours. The contractor could be asked to lead discussion sessions at a TRP if the topic is relevant to their assigned surveys. The agenda, content, and preparation for the TRP is led by federal staff.

Meeting minutes and note taking are not expected to be completed by the contractor.

Subtask 4b: National Postsecondary Educational Committee (NPEC)

NPEC meetings occur after TRP meetings. As needed the contractor shall attend, contribute, and respond to information requests when assigned by the Federal Task Leader. The NPEC group considers topics relevant to IPEDS and postsecondary education. At time NPEC considers topics relevant to specific IPEDS survey components. For these topics the Senior Scientists will be expected to attend and interact with NPEC by providing technical expertise and to contextualize information related to the IPEDS collection for that survey component.

Subtask 4c: Train the Trainers and State Data Coordinators Conferences

NCES holds two large training events. During these events the federal staff are instrumental in developing the agenda, training materials, and event logistics. The Senior Scientists shall contribute to the training event by presenting technical information related to assigned survey components and answering questions from attendees. At all times federal staff will be present for contractor presentations and can support in answering difficult questions.

Subtask 4d: Training Events

NCES hosts training events for stakeholders regularly. The Senior Scientists shall present training information on relevant survey components and data center usage as needed. At all times these training events will be staffed by federal employees. The agenda will be set by federal staff and the contractor shall provide training/presentation on assigned survey components.

Subtask 4e: Brochure Preparation

NCES is improving its communication of complex topics by preparing collateral that is ‘brochure’ like. These materials are targeted towards complex topics in IPEDS and us graphics and text to explain the concepts in plain English.

Task 5 – Data Center Support and SAS programming

NCES has a need to monitor the collection activities for each collection (Fall, Winter, and Spring) and to oversee the movement of data between the data collection systems, data editing systems, and data center. The contractor shall support data processing activities as directed by the Team Lead for Data Operations, a federal employee. These activities are numerous and require knowledge of SAS, SQL, and data analytics. Movement of data between systems requires that the contractor prepare SAS code, properly commented, that copies older files to the archive, inserts new files and then checks to ensure the correct data were updated in the systems. These activities are repeated three times (provisional, preliminary, final) per collection (Fall, Winter, Spring) or nine times a year total. NCES publishes several reports that have extensive sets of tables and text from IPEDS including the Digest of Education Statistics, the Condition of Education, and others. The Junior Analyst I contractor shall source and match all data published in these tables as assigned by the Federal Task Lead. This work requires approximately 15-45 minutes per table (depending on the size of the table) and consists of several hundred tables annually resulting in several months of full-time work assigned periodically (contingent on the data collection schedule and review process) over the course of the year.

Subtask 5a: Data Migration and Checking

After each collection closes NCES reviews the data submitted by institutions using a series of editing procedures and statistical techniques. The contractor shall perform these activities as assigned by the Task Leader for surveys assigned to the Senior Scientist. Typically, those institutions that issue comments for data fields that appear as statistical outliers need to be reviewed. The Senior Scientist will review these comments and confer with the federal staff (Team Lead of Survey Operations). This works occurs in coordination with the collection calendar and therefore happens three times a year, once for each collection (fall, winter, and spring).

Subtask 5b: Data Archival Work

IPEDS regularly updates and archives data in the Data Center. The Junior Analyst I contractor shall perform these duties as directed by the Team Lead for Data Operations. Also, IPEDS is unarchiving data prior to 1985 to modernize its availability to the public. This entails reformatting data files in ascii text format and loading them into the SQL Database environment used by the IPEDS Data Center. The contractor shall perform these duties as directed by the Team Lead for Data Operations. This work requires knowledge of data structures, SAS, and data tools like databases. It does not require advanced statistical knowledge.

Subtask 5c: Data Center Work

IPEDS is currently adding new functionality to the Data Center. This functionality requires the creation of metadata tables for reports, variables, legislative information, and collection information. The contractor shall support this initiative and add information to these tables as requested by the Team Lead for Survey Operations. The information added will be based on the survey components assigned to the Senior Scientist(s) and will be assigned by the Team Lead for Data Operations. This work will occur in coordination with the release schedule and consequently will occur three times a year.

Subtask 5d: Support for Data Feedback Reports (DFRs)

IPEDS creates annual DFRs to allow CEOs of institutions to see how their institution looks using IPEDS data and to compare their institution to other similar institutions (peer group). Work on the DFRs includes deciding which charts, tables, and text to include in the reports as well as reviewing the charts, tables, and text for accuracy and completeness. In addition to the reports themselves, it required input on developing comparison groups and changes to the online DFR tool. The contractor shall support this work and provide feedback to the Team Lead for Data Quality, or other assigned federal staff. The work will occur from the DFR kick-off in late spring through the release of the DFRs in late fall/early winter.

Task 6: Special projects

The IPEDS program had occasional need for quick turnaround research projects to support the Director of IES and Commissioner of NCES in informing other parts of the Department. These projects come about with very short notice and typically have short completion timelines. The contractor shall complete these quick turnaround research projects, using the knowledge of the Senior Scientists and federal staff as needed. The research projects will be submitted to the Branch Chief to review and complete any necessary changes to the project so the Branch Chief can submit on time to the NCES Commissioner and/or IES Director.

Task 7: Manage the IPEDS Twitter Feed

The IPEDS program has a Twitter feed NCES_IPEDS. The feed supplies information to the public related to IPEDS data collection, data releases, technical review panels, NPEC meetings, and other postsecondary related events. This task will provide for the posting and monitoring of the Twitter feed.

The contractor shall work with an appointed federal employee to prepare and post 1-2 tweets a week relevant to IPEDS and appropriate for posting under the federal program’s twitter feed.

Deliverable: See Deliverables Tables for specifics.

OPTIONAL Task 8: Transition Activities

The Government may decide to implement a transition period if funding permits. The transition period, if implemented, would not affect the contract’s period of performance as specified above.

If a transition period is necessary, the period of performance will be 2 weeks, with dates to be agreed upon by the government and the contractor. During this transition period, the contractor shall expect to hold meetings with the NCES task order lead and additional NCES staff as requested, to discuss the current status of the task order activities, subtasks, as well as historical information to transition all knowledge, files, and supporting documents from the incumbent contractor to a potential new contractor. Transition hours shall also be budgeted to efficiently transfer necessary files to the Government.

Since several of the tasks of this contract will be ongoing at the time of the new contract award, the Government may decide to implement a transition period if funding permits. The transition period would allow the current contractor to conduct information sessions with new contractors and verify that existing protocols are documented in a clear fashion and ready for handoff to support a smooth transfer and or handoff of contract work that must continue without interruption. Among the materials that the contractor will provide the Government are transition meeting agendas, a transition plan, a list of all contract deliverables, updated task protocols and status reports, and current project schedules. This transition task is expected to require a mix of director, statisticians, and mid-level or junior analyst staff time. If a transition period is necessary, the Period of Performance will be 30 days prior to the end of the contract. The transition period, if implemented, would not affect the contract periodicity described in this task order.

II. SCHEDULE OF DELIVERABLES

Assumes a period of performance of July 1, 2022 – June 30, 2023.

Deliverable Number

Related Task Activity Deliverable Estimated due date

1 Task 1 Initial meeting Meeting minutes Within 10 business days of contract initiation

2 Subtask 2a: Review new and existing surveys

Updated materials submitted through collection system

4 weeks prior to data collection openings as needed

3 Subtask 2b:

Review data products for accuracy

Review of NCES reports.

Review and recalculate values for WebTables, Condition, Digest Indicators, as needed to assure accuracy.

2 weeks after draft submittal.

There are no less than 10 reports to review a year.

4 Subtask 2c:

Review and maintenance of data edits in the data collection system

Evaluate collection system edit logs and call center logs for areas of improvement

Issue a report summarizing needed enhancements to the collection system in iRTS and review suggestions with the Team Lead of Operations.

Ongoing after each collection and throughout the publication year.

5 Subtask 2d:

Attendance and participation in weekly calls

Participate in the calls and provide updates.

Provide any updates by COB the preceding Friday for inclusion in the call minutes.

Alternating Fridays over the period for performance.

6 Subtask 3a:

Preparing responses to media inquiries

Read email requests and speak with requestors and federal staff to

Read and respond to email and participate in

Responses are due in less than 24 hours from the time of request prepare a response.

calls with federal staff.

7 Subtask 3b:

Alignment with Help Desk

Update Help Desk through training and periodic check-ins

Participate in Help Desk Training and work with Help Desk as new issues arise

Each August and December plus as needed

8 Subtask 3c:

Attendance of Local Conferences

Participate in local conferences and meetings related to

IPEDS

Attend and participate in local events related to IPEDS and provide subject matter expertise as appropriate.

As needed, approximately 6 times a year

9 Subtask 4a:

Technical Review Panels

Support and lead TRP activities

Attend, present, facilitate, and take notes at TRP events.

Three times a year

10 Subtask 4b:

National Postsecondary Education Committee

Upon request join NPEC meetings

Provide subject matter expertise to NPEC as needed.

Bi-annually

11 Subtask 4c:

Train the Trainers and State Data Coordinators Conferences

Present Technical information related to assigned survey components

Provide subject matter expertise and aid in developing presentations for these conferences

Twice annually as scheduled

12 Subtask 4d:

Training Events

Present and attend training events.

Provide subject matter expertise and present on relevant survey components.

Ongoing. 2-12 times annually

13 Subtask 4e:

IPEDS

Brochures

Prepare and update brochures on selected topics from NCES.

Prepare images, text, and final brochures in coordination with NCES for topics and content and update existing

Ongoing. Up to 2 brochures per year and updates as needed to existing brochures.

brochures as needed.

14 Subtask 5a:

Data Migration and Checking

Perform data migration activities in SAS and SQL.

Work with the Team Lead of Data Operations and perform data migration work as directed.

Ongoing. 6 times per annum

15 Subtask 5b:

Data Archival Work

Perform archival work.

Work with the Team Lead of Data Operations and perform data migration work as directed.

Ongoing.

Report progress in SAS logs

16 Subtask 5c:

Data Center Work

Perform work modernizing the Data Center

Work with the Team Lead of Data Operations and perform data center task as directed.

Ongoing.

Report progress in SAS logs

17 Subtask 5d:

Support for Data Feedback Reports (DFRs)

Support DFR work

Work with Team Lead for Data Quality, or other federal staff as assigned, to release DFRs.

Ongoing from late Spring kick-off through release in late Fall/early Winter

18 Task 6: Special projects

Complete as-needed short turnaround research reports.

Research report. As needed when requested by COR

19 Task 7:

Posting and Monitoring the IPEDS Twitter Account

Prepare and post tweets relevant to

IPEDS

1-2 tweets per week with images when appropriate

Ongoing, on a weekly basis throughout the year

20 Optional Task 8: Transition Activities

Transition meetings

Prepare & facilitate meetings to include current contractor, NCES, & new vendor staff

Meetings to be conducted following receipt of the COR’s request