SASMA Discretionary SOW 7.17.26.docx

Background & Purpose The New York State Office of Addiction Services and Supports (OASAS) provides State Aid funding to subrecipient provider agencies that deliver prevention, treatment, and recovery services across New York State. OASAS currently monitors subrecipient fiscal compliance, expense reporting, and fund allocation through manual, paper- and spreadsheet-based processes that limit visibility, slow review cycles, and increase the risk of reporting errors.

OASAS is seeking to design, configure, implement, and support the State Aid Subrecipient Monitoring Application (SASMA), a secure, Salesforce-based digital platform that will enable subrecipient organizations to submit, track, and reconcile State Aid expenses against approved allocations, and will enable OASAS staff to review, validate, and approve subrecipient expense submissions in a controlled, auditable workflow.

This Scope of Work further describes the required services and platform capabilities.

Scope of Work Technology Platform:

SASMA shall be built on Salesforce, using Public Sector Solutions as the core data system, Experience Cloud for the Provider-facing portal, OmniStudio for guided workflows and business logic, Flow/approval processes for the multi-level review workflow, Reports/Dashboards (or CRM Analytics) for fund reporting, and NY.gov ID for secure SSO login.

Portal Access and Identity Management

1. Secure authentication via NY.gov ID, with role-based access provisioning for external Provider users (e.g., PRU Fiscal Officer, Provider Designee).

1. Pre-configure account setup for subrecipient organizations.

Expense Submission

1. The ability for an authorized PRU Fiscal Officer to add and submit expense line items against a PRU's quarterly allocation

1. The ability to upload supporting documentation and receipt at the expense line-item level as required by the expense category.

Multi-Level Review and Approval Workflow

1. Automated routing of submitted expenses from the PRU Fiscal Officer to the designated Provider Designee for organizational-level review.

1. Provider Designee capability to review submitted expense lines by category, and to approve, reject, or return submissions with comments.

1. Automated routing of Provider-approved submissions to OASAS staff for final agency-level review and approval.

1. OASAS reviewer capability to approve, reject, or return submissions, with a visible approval status (e.g., Submitted, Provider Review Required, Approved by OASAS).

1. A complete, timestamped audit trail of each submission's status changes, reviewers, and comments.

Baseline Fund Tracking and Notifications

1. A Funds Status view summarizing quarterly allocation, amount reported, and amount approved at the PRU and organization level.

1. Automated email notifications to relevant users when an action (submission, review, or approval) is required or completed.

Reporting and Analytics

1. Provider-facing dashboards summarizing performance and compliance history across multiple PRUs and reporting periods.

1. An enterprise Funds Status dashboard providing OASAS program managers with a portfolio-level view of allocation, amount reported, and amount approved across all providers and PRUs.

1. Visual analytics (e.g., category breakdowns, allocation-versus-reported comparisons) by budget category, PRU, and reporting period.

Risk-Based Monitoring

1. Configurable business rules to automatically flag expense submissions or organizations for enhanced review based on risk designation, variance thresholds, or submission history.

Project Deliverables & Phases Phase I: Discovery & Technical Design.

· Technical Design Document (TDD): A comprehensive document detailing object configuration, data mapping, and Experience Cloud architecture.

Phase II: Build & Configuration A) Version 1 to be built by 10/1/2026 to include requirements defined by 8/15/26

· Sandbox Development: All configuration performed in the OASAS Sandbox instance, aligning with agency IT governance.

· SASMA Configuration: Setting up Public Sector Solutions as the core data system, Experience Cloud for the Provider-facing portal, OmniStudio for guided workflows and business logic, Flow/approval processes for the multi-level review workflow, Reports/Dashboards for fund reporting, and NY.gov ID for secure SSO login.

B) Version 2 to be built by 7/1/2027 to include requirements defined by 3/15/27 enhancements and risk framework.

· Risk Assessment Framework: Requirements defined regarding 11 risk categories to notify providers of risk-assessment ranking (Low-High)

· Risk Assessment Methodology configured using Salesforce BRE (Business rule engine or similar).

· Enhancements: as necessary.

Phase III: Quality Assurance.

· User Acceptance (UAT): Contractor-led OASASing phase to confirm all instruments and workflows perform as intended in staging.

· Move to Production: Upon sign-off by OASAS, vendor will work with SF Architect to migrate to Production.

Phase IV: Training & Handoff

· System Administrator Manual: Technical documentation sufficient for OASAS staff to independently operate, update, and scale the solution.

· Training Sessions: Role-appropriate training for staff responsible for administration and reporting.

Phase V: Gaps remediated/Signoff This milestone acknowledges the successful resolution of all gaps identified during the assessment phase. Formal sign-off by both parties is required to validate that all remediation criteria have been met. This mutual sign-off serves as authorization to transition the project to the next phase and concludes the Vendor’s deliverables for this specific scope of work.