NFOL_PWS.docx

PERFORMANCE WORK STATEMENT for Naval Forms Online (NFOL) and Navy Forms (FOL)

1. Background. The Navy/Naval Forms Online (NFOL) system is a digitized enterprise document management system that has been established as an enterprise resource and central repository for all official forms generated and used by the Department of the Navy.

The NFOL works with the Forms Online (FOL) procurement systems to provide a one stop fulfillment for both electronic and printed stock forms. NFOL is loosely integrated with forms creation software owned by the Navy and used by the Navy Forms Managers. The Forms Managers develop necessary forms and upload these forms to the NFOL portal. Navy and other DoD users are then able to search for forms by using meta-data that is captured along with the form. In addition to the design tool, Adobe reader extensions are utilized so that electronic forms produced in portable document format (PDF) can be filled, saved and digitally signed by users. NFOL has been outfitted with a search engine in order to provide users maximum capability. The search feature allows queries based on form numbers and title key words as well as command level (e.g. SECNAV, OPNAV, NAVSO) forms views.

NFOL also works with the FOL system to provide printed stock forms for the Navy. The FOL system is built using software called Cold Fusion. It allows users in the Navy and DoD to order forms to be printed and delivered to the specified destination. This system also provides a series of reports, which allow personnel to monitor stock of printed forms, back orders, inventories, as well as other attributes.

The NFOL currently utilizes an Open Source portal software, Liferay. The Liferay software is currently unsupported by DLA, which has created the following system challenges: technical errors, inability to upgrade/maintain the system, increase in application service outages, mistakes in managing and distributing the forms, and severe decrease in customer confidence. All these challenges have impacted the Navy’s ability to successfully procure, report on and receive printed orders at the level needed for their mission.

2. Scope

J-62BH, Enterprise Capabilities, requires vendor support services to aid in enhancing the Navy’s Forms procurement systems by upgrading the current system to a modernized Web Experience Management (WEM) platform with visual, interactive, personalization, reporting, reliability and delivery of printed forms. The vendor will work with the appropriate J63E Doc Svcs staff, Navy customer stakeholders, J62BH PM, System Administrator and other technical team members to integrate to a Commercial Off-the-Shelve System (COTS) solution to the appropriate DLA production environment.

The selected vendor will proceed with enhancement of NFOL to a new WEM system such that the following capabilities are realized. This will be achieved by applying a multi-phased implementation approach in the following manner:

Full Operational Capability:

Forms Upload Function

· Integrate fully and seamlessly with Adobe LiveCycle Forms Developer with ability to upload, re-load forms and provide tagging and locking capability

· Integrate fully and seamlessly with Adobe Reader extensions and tagging

· Forms administrators will have the ability to lock or unlock form functionality (inability to print, download, copy, etc, or to be inaccessible by anyone other than Forms Managers)

· Forms managers shall be able to load tagged forms up to the portal in one step

· Create a forms manager library

WEM Capability Function

· Ability to capture an unlimited number of forms with meta-data search capability.

· System will use as meta-data, the stock number on existing stock forms

· All system users shall have a simple interface that allows for ease of use across all functionality

· Ability for NFOL Administrators to be able to easily modify Portal by adding portlets and content

· New WEM platform shall have an online help capability

· Customers who need to access forms shall be able to access technical support via email directly to administrators

· Customers shall be able to have access that allows ability to see all viewable forms via a web browser

· System shall support 360 portal and forms administrators

· Portal Administrators shall have the ability view all Command Activities

· Portal Administrators shall have the ability to add portal elements and change the look and feel of the site

· Portal Administrators will be able to initiate bulk actions across the system, including deletion of forms

· Forms administrator will be presented with a reason(s) for form cancellation as a pop-up in the graphical user interface (GUI)

· Portal Administrators shall be able to view and update content in forms, as well as all meta-data associated with forms

· Portal Administrators will have the ability to view the entire portfolio of forms, as well as the ability to grant access to appropriate parties when necessary

· Repository shall be able to support/store a library of 9,000 forms at a minimum.

· System shall allow for cross network login and certification

· System will allow new customers who are already in possession of an assigned DODAAC, to register as an established customer

· The system shall allow for forms to be monitored and controlled by appropriate security officers

· Portal shall be able to monitor for duplicate forms

Reporting Capability Function

· Create a Report of duplicate forms

· Create a Reports of stock-forms inventory from a web-based dashboard which provides notification of forms that have been cancelled for both Portal and Forms Administrators

· Ability to View list of command (group) activities

· Ability to View list of meta-data for all forms and activities

· Create a Report on number of website hits for particular forms

· Create a Report on Personally Identifiable (PII) or Social Security Number (SSN) tagged forms

· The system will have the ability to provide ad hoc reports (metrics) to DLA when requested.

Workflow Capability Function

· Workflow capability will be integrated fully and seamlessly with current Adobe LiveCycle Forms Developer

· Forms managers will have the ability to initiate ad hoc workflow for compliance checking to sponsors and compliance officers

· Create workflow for form approval prior to being uploaded to web site

System Administration Requirements

· All administration relating to system provisioning, development, and configuration shall be developed under the technical guidance of DLA J62BH NFOL system administrator working in relation with Department of Navy customer.

Audit and Accountability Requirements

· Forms Administrators shall have transparency within the system so they can find out where the document sits in the process/workflow (needed for status checks)

· Forms Administrators shall have the ability to audit all actions performed on forms within the portal

Compliance and Standards Requirements

· System shall go through appropriate Information Assurance Certification & Accreditation (C&A)

· System shall comply with Security and Technical Information Guide (STIG) requirements according to DoD regulations and such patches and other updates shall be applied and discrepancies addressed so that system is in compliance

· Identification of Section 508 Compliance requirements will be defined during the Design Phase

Security and Privacy Requirements

· Protect information through Common Access Card (CAC) secure access

Physical Storage Requirements

· 3TB amount of initial storage space required for storage of document forms. WEM platform should have the ability to incorporate more storage for system growth.

Server Architecture Requirements

· System will reside and must operate in a DOD certified 3-Tiered Service Based Platform

· The Commercial-Off-The-Shelf (COTS) software must be able to operate within a virtual environment utilizing either VMWare 5.1 or VMWare 5.5 as the underlying provisioning software

Network and Bandwidth Requirements

· System shall run on a DOD certified network.

System Documentation Requirements

· DLA J62B Forms and WEM administrators shall be provided the COTS WEM custom coding documentation for all system functionality

· Provide Help functionality/User Guide

· Provide Help information/SOP for NFOL administration/authorized users and management of system

· Provide Documentation/SOP on NFOL Disaster Recovery Plan

System Requirements

· Work with J62BH NFOL staff to develop appropriate Disaster Recovery or Continuity of Operations (COOP) plans so that the system will have contingencies against accidental loss or destruction of any/all forms or meta-data stored

· System availability shall be 365 days per year and 24 hours a day for external and internal authorized users, with an up time of 95% excluding planned outages due to routine system and application maintenance

· System shall accommodate any surges in usage (multiple large submissions)

· System software shall be kept up to date to ensure optimal functioning of the system

· Ensure that remote access to system is available to NFOL staff, Navy customer stakeholders, DoD customers/approved contractors through Government approved Juniper VPN or Citrix clients from a trusted source

· Ensure discretionary controls IAW FIPS 199 guidance concerning Confidentiality, Integrity and Availability are applied

· Compliance with Security and Technical Information Guide (STIG) requirements according to DoD

· Compliance to Information Assurance Certification & Accreditation (C&A) which is a technical analysis of the system’s compliance with an assigned set of Information Assurance (IA) Controls (i.e., security requirements, derived from DOD Instruction 8500.2 and other policies), thereby providing an assessment of the systems’ risk level.

· Compliance to PKI with ability to support authentication of users via both Common Access Card (CAC) and username/password

· The vendor Commercial-Off-The-Shelf (COTS) software must be compatible with both Microsoft’s Windows 2008 R2 (64bit) and Windows 2012 R2 (64bit) operating systems eCommerce Capability Function

· Establish a Virtual Shopping Cart capability so that customer can order warehouse items through this site

· FOL system shall allow for a shopping cart feature which allows for customer information, including shipping address, billing address, as well as other customer information to be determined at design phase

· Government customers shall have the option to pay for their purchases by either Fund Code or International Merchant Purchase Authorization Card (I.M.P.A.C)

· Navy forms/items will be available either as a digital online file or as a warehouse item. Each item in the search result screen will be marked to indicate a digital or a warehouse item

· System shall allow for Web Services or other interface with the Navy Forms Online (FOL) system to search for and find warehouse forms to be printed in bulk

· The system will provide Military Standard Requisitioning and Issue Procedures (MILSTRIP) validation for all items purchased

· The system will provide an offline forms requisition process (warehouse forms) for emergency procurement

Timeline for Full Operational Capability completion is 14 months per Section 8, this PWS.

3. Objectives

· Integration, Implementation and Sustainment

· Perpetual Use Licenses

4. Performance Requirements (Deliverables)

4.1 Integration, Implementation and Sustainment

4.1.1 Subtask 1- Integration of Commercial-Off-The-Shelf (COTS) software

The vendor shall have knowledge and experience with providing business analysis, programming, testing, implementation and technical support, to include providing user training, to implement a WEM platform that integrates seamlessly with existing NFOL platform.

The vendor shall integrate a modernized Web Experience Management (WEM) solution that will consolidate both NFOL and FOL forms management, acquisition and delivery services into one platform.

The vendor shall design the WEM to perform the following functions (as provided in Attachment 1: WEM Requirements Analysis).

· The vendor shall integrate Commercial-Off-The-Shelf (COTS) software to update NFOL and FOL to modern WEM platform consolidating into one integrated forms and acquisition and delivery system for Navy business customers.

· The vendor shall integrate to manage a scale up to 20,000 forms.

· The vendor shall integrate a WEM platform with easy administrator functionality and maintenance, reporting capabilities to include advanced reporting for system administrators, and increased performance of system features and form distribution functionality.

· The vendor shall verify Integration Interface between WEM and EBS (see Section 4.1.1.2 below); the User Authentication/ Registration process; the eCommerce Solution for WEM; the NFOL/FOL Forms Submission/Order Fulfillment process and the Payment Processing solution.

· The vendor shall integrate an export script for migrating current forms from existing LifeRay system and relevant metadata so that these can be imported into the new WEM.

· The vendor in using Commercial-Off-The-Shelf (COTS) software will keep any customization using programming of compiled code to a minimum.

· The vendor shall upload the Commercial-Off-The-Shelf (COTS)WEM software code to SFTP server located at Philadelphia Hub site via Government furnished equipment (GFE) OR the vendor shall provide the Commercial-Off-The-Shelf (COTS) WEM developed software code in DVD format via USPS to Philadelphia Hub site NFOL System Administrator.

· The vendor will perform much of the integration work remotely, traveling to the Philadelphia Hub site location as needed for deployment activities, meetings and support.

4.1.1.2 Subtask 1- Integration; Enterprise Business System (EBS) The system must continue to communication with DLA’s Enterprise Business System (EBS) system for supply chain management, administration of procurement, consumer-level-supply after enhancement.

4.1.1.3 Subtask 1- Integration; Administrator Functions

All existing Government Administrators will have same rights of access/roles/responsibilities in the upgraded/enhanced NFOL system.

4.1.1,4 Subtask 1- Pre- Implementation testing The vendor shall perform testing of the WEM software in the Development/Testing environments in conjunction with the NFOL staff. The vendor shall allow custom code review by J62BH NFOL staff for review of any custom code scripts for compliance in meeting DoD Security and Technical Information Guide (STIG) environment. The vendor shall perform small group testing of the WEM software platform with NFOL staff and customer stakeholders to include: NFOL user registration workflow, Common Access Card (CAC) and username/password authentication, forms order submission/order tracking, payment validation, inventory status, Military Standard Requisitioning and Issue Procedures (MILSTRIP) account validation, Virtual shopping cart feature and reporting capability. All resultant software and hardware issues will be addressed and fixed before production implementation.

Deliverables: Integration of Commercial-Off-The Shelf (COTS) Software

4.1.2 Subtask 2- Implementation Testing and Evaluation

The vendor shall perform post-implementation testing and evaluation of the Workflow, eCommerce, and Reporting capability with NFOL staff in the Production environments for full operational performance. The vendor shall test compliancy to Security and Technical Information Guide (STIG), IT /IA and 508 compliancy as directed in 4.1.1 Subtask 1 Integration of Commercial-Off-The-Shelf (COTS) software.

4.1.2.1 Subtask 2- Training

Vendor shall deliver ‘Train the Trainer’ sessions among DLA NFOL System Administrator, Program Manager and Navy customer.

Deliverables: Implementation Testing and Evaluation Training Sessions

4.1.3 Subtask 3- Implementation and Sustainment Support

The vendor shall install provide implementation/sustainment assistance to include system troubleshooting, system analysis to the NFOL project staff. The vendor shall include user training/customer support for changes and upgraded capabilities of the newly consolidated NFOL system during this phase. The vendor shall create and provide custom documentation for all system functionality to include User Guides, Standard Operating Procedures (SOP) for administration/management of system and agreed upon Service Level of Agreement (SLA). The vendor shall provide assistance with Security and Technical Information Guide (STIG) and ATO technical issues specific to the new upgraded NFOL system. Vendor shall provide maintenance/sustainment support of the WEM software after contract award to ensure optimal functioning of the system. The vendor shall participate in monthly Program Management sessions 1 month upon award, 1st Monday of the month. In addition, the vendor shall participate and provide in Bi-Monthly Executive Briefings once every 2 months upon award.

Deliverables: Application Maintenance and Sustainment

4.1.4 Subtask 4- Travel

There may be travel required to support this requirement. The vendor may be required by the government to perform CONUS travel to Naval Support Activity (NAS) Philadelphia PA, in performance of this requirement. Travel will be performed on a cost-reimbursable basis. Travel reimbursement will be in accordance with Federal Acquisition Regulation 31.205-46. Vendors cannot use the GSA Airfares (City Pair Program). The airfare shall be the prevailing rates for commercial airlines at tourist class. When required, the most reasonable means of ground transportation (i.e., taxi, bus, car rental) shall also be used. Vendor shall submit copies of expense reports and receipts with monthly invoices for payment through Wide-Area Work Flow (WAWF). Upon completion of the travel vendors will provide a written trip report in Microsoft Office Word format to the COR as supporting documentation to validate the reimbursable costs. Actual expenses are limited by the Government Travel Regulations.

The government will not reimburse local travel and related expenses to the vendor for daily travel to or from this work location or any other DLA controlled facility. The government shall allot a Not To Exceed amount of $25,000/year as part of the budgeted travel expense. The vendor will contact the COR or Contracting Officer prior to incurring any travel expenses.

4.2 Perpetual Use Licenses

4.2.1 Subtask 1- Perpetual Use Software Licenses

The vendor shall provide perpetual use software licenses which will cover the estimated useful life of the software. This Commercial-Off-The-Shelf (COTS) software shall provide the integration to update NFOL and FOL to modern WEM platform consolidating into one integrated forms and acquisition and delivery system for high availability to Navy business customers.

5. Incentives.

There are no incentives in this PWS.

6. Place of Performance. The Contractor will perform the majority of these requirements at the contractor’s location, traveling to Philadelphia Hub site as needed for meetings, deployment activities, and support. Travel requirements are allotted $25,000 for vendor site visit to Philadelphia Hub.

7. Period of Performance. The period of performance is 14 months, 426 calendar days to begin, upon award.

8. Delivery Schedule.

The contractor must be able to meet the release schedule for NFOL upgrade enhancement as shown below:

9. Security.

9.1.1 All work performed under this PWS will be UNCLASSIFIED.

9.1.2 Security Requirement

Any positions requiring system access are critical sensitive and all contractors must have a favorably adjudicated NACLC (National Agency Check, Local Checks and Credit Checks) at time of award. All contractors must have a satisfactory SSBI (Single Scope Background Investigation) investigation and ADP I designation as required by the COR.

9.1.3 Certification Requirements

Per DOD directive 8570.1M, all contractors must meet the minimum DLA J6 baseline IA certification requirement currently set at Security+ in order to satisfy the DOD 8570 IA baseline certification requirement. Award is contingent upon at least one person having up to date security + certification. Additionally, contractors must obtain appropriate Computing Environment (CE) certification(s) for the operating system(s) and/or security related tools/devices they support as required by DLA J6. This requirement ensures they can effectively apply IA requirements to their hardware and software systems. This requirement must be fulfilled within 6 months of award. As the certifications change due to DOD/DLA/J6 policy for certification the COR will inform the contracting officer of the new requirement.

9.2 Adjudication for IT access. Adjudication of investigations for access will be accomplished through DLA Security

9.2.1 Following are the requirements, which must be met prior to granting of interim IT-I authorization:

· The request for SSBI (E-QIP or Word Fillable SF 86 and fingerprint cards) must be submitted by the contractor Facility Security Officer (FSO) through the Defense Security Service (DSS) to the Office of Personnel Management (OPM) and the Department of Defense (DoD) Personnel Security Data Base (JPAS) must reflect that the investigation is open. A copy of the E-QIP or SF 86 forms must be submitted to the DISA Field Security Office, Security Manager (SM). The SM will forward the forms along with a written request for interim IT-I authorization to DISA Personnel Security for approval.

· The National Agency Check (NAC) portion of the SSBI or a previous valid NCLC/DNACI/NAC or ENTNAC must be completed and favorably adjudicated before interim IT-I access will be granted. An interim security clearance (either Top Secret or Secret, as appropriate for the position) shall be requested by the company FSO for those contractor employees without a previous investigation.

10. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

For purposes of Subtask 4.1.1 sustainment support, the government shall furnish the number of laptops based on number of support contractors to obtain the needed clearances as required. GFI laptop computers shall enable the contractor to access the DLA VPN and servers. Laptop Users must follow all DLA J6 IA user requirements which include but not limited to: 1) do not install any unauthorized software, 2) do not browse ANY sites other than .gov or .mil. The full policy is provided to the user at time of Common Access Card (CAC) card issuance.

The government will not provide any servers, for the purpose of contractor development requirements. The government shall provide access to a government IT “sandbox” site that will be available for contractors use to perform developmental tasks. The contractor must use their government laptops to access the “sand box”.

Section 508 Accessibility Standards. The following Section 508 Accessibility Standard(s) (Technical Standards and Functional Performance Criteria) are applicable (if box is checked) to this acquisition.

Technical Standards

|_| 1194.21 - Software Applications and Operating Systems |X| 1194.22 - Web Based Intranet and Internet Information and Applications |_| 1194.23 - Telecommunications Products |_| 1194.24 - Video and Multimedia Products |_| 1194.25 - Self-Contained, Closed Products |_| 1194.26 - Desktop and Portable Computers |_| 1194.41 - Information, Documentation and Support

The Technical Standards above facilitate the assurance that the maximum technical standards are provided to the Offerors. Functional Performance Criteria is the minimally acceptable standards to ensure Section 508 compliance. This block is checked to ensure that the minimally acceptable electronic and information technology (E&IT) products are proposed.

Section 508 Program Need (as required by http://app.buyaccessible.gov/baw/Quick-Links/quicklink.jsp) Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for the following program need: Web Application Maintenance.

Section 508 Deliverable Requirements The activity to be performed relates to or requires the use of EIT. Section 508 must be considered as a requirement for Web Application Maintenance to assure that it considers specific Section 508 accessibility requirements. Technical standards from 36 CFR part 1194 Subpart B have been determined to apply to this acquisition. Solicitation respondents must describe how their background and experience will enable them to at least meet those technical provisions identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Functional performance criteria from 36 CFR part 1194 Subpart C have been determined to apply to this acquisition. Solicitation respondents must describe how their background and experience will enable them to at least meet those functional performance criteria identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition. Solicitation respondents must describe how the information, documentation, and support proposed for Web Application Maintenance outputs/deliverables will meet at least that information, documentation, and support requirements identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Section 508 Evaluation Factors Responses to this solicitation will only be considered for award after it has been determined that the proposal adequately addresses the requirements for Section 508. Only proposals which contain adequate information to document their responsiveness to the Section 508 requirements (e.g. accessibility capabilities and past performance) will be eligible for any additional merit consideration.

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WEM Requirement Analysis.docx

DEFENSE LOGISTICS AGENCY

NAVAL FORMS ONLINE

WEB EXPERIENCE MANAGEMENT

REQUIREMENTS ANALYSIS

TABLE OF CONTENTS 1

1. Concept of Operations 2

1.1 Document Overview 2

1.2 Points of Contact 2

1.3 Analysis Objective 3

1.4 Current System 3

1.5 System Challenges 5

1.6 Stakeholder Community and Challenges 5

2. Recommendation 7

3. Project Plan 12

Attachment 1: Navy Web Experience Management Forms Platform - Requirements Analysis & Traceability Matrix

1. CONCEPT OF OPERATIONS

1.1 Document overview

The US Navy’s Naval Forms Online (NFOL) engaged Defense Logistics Agency Document Services (DLA DS) to conduct a requirement analysis of the Web Experience Management (WEM) system for NFOL. The project outcome is to refresh the current NFOL solution to a modernized (WEM) platform supported by DLA DS. The requirement analysis is comprised of three key deliverables.

· Concept of Operations – Provides an overview of the current (WEM) for NFOL, its process, recommendation and project plan for a modernized solution

· Systems Requirement Traceability Matrix (SRTM) – Detailed systems requirement analysis

· Market Analysis – Includes a summary and grading of each possible solution

1.2 Points of contact

DLA Document Services (DDS) Executive Sponsor: Shawn Magill

Project Team Lead(s):

NFOL

Barbara Figueroa

DLA Document Services

Joe Fagan

1.3 analysis OBJECTIVE

The US Navy’s Naval Forms On-Line (NFOL) leadership team recognizes that the current forms management web portal is not sufficient to support their mission’s business functions. DLA has created a program management team that is comprised of key stakeholders from the department to support the forms management and distribution next generation effort. To ensure that all requirements have been considered, NFOL management engaged DLA Document Services to conduct a requirements analysis of the forms management and distribution process. The outcome of the requirements analysis is to determine the best technology to implement a new, fully functional Web Experience Management (WEM) system, which will benefit Navy’s current and future forms management and delivery mission.

1.4 Current system

naval forms online (nfol)

NFOL is an enterprise resource for all official forms generated and used by the Department of the Navy. NFOL works with the Navy Forms On-line (FOL) procurement system in order to provide one stop fulfillment for both electronic and printed stock forms.

NFOL is loosely integrated with Adobe LiveCycle Forms Creation – which is owned by the Navy and used by their Forms Managers. The Forms Managers develop necessary forms and are allowed to upload these forms to the NFOL portal. Users are then able to search for forms by using meta-data that is captured along with the form. In addition to the design tool, Adobe Reader Extensions is utilized so that electronic forms produced in portable document format (PDF) can be filled, saved, and digitally signed by users utilizing the free Adobe Reader.

NFOL has been outfitted with a search engine in order to provide users maximum capability. The search feature allows queries based on form numbers and title key words (e.g.,3130, log) as well as command level (e.g. SECNAV, OPNAV, NAVSO) forms views.

NAVY FORMS

NFOL works with the FOL system, which provides printed stock forms for the Navy. The FOL system is comprised of a WEM built using Cold Fusion. It allows users in the Navy to order forms online to be printed and delivered to the specified destination. This system also provides a series of reports, which allow personnel to monitor stock of printed forms, back orders, inventories, as well as other attributes. The system interacts with DLA’s Enterprise Business System (EBS). DLA’s EBS provides supply chain management capability to administer the procurement, consumer-level-supply, storage and distribution of forms for the Navy.

The Current Naval Forms Distribution System Diagram below depicts the process that is in place today to create, upload, procure and deliver forms for the Navy.

Both of the current systems are loosely integrated together and based on older disparate technologies. NFOL uses LifeRay Portal an open source solution and ColdFusion a commercial rapid web application platform supports FOL. Presently, neither LifeRay nor ColdFusion have substantial support in the Department of Defense (DOD). Many of these systems are and will be decommissioned in place of more modern WEM platforms. The challenges described below in Section 1.5 are the basis for the movement towards decommissioning both the LifeRay and ColdFusion platforms in the DOD.

1.5 SYSTEM CHALLENGES

The current NFOL and FOL forms purchasing platform has created several challenges that limit Navy’s usage of the service. Among the most notable is 1) the older look and feel of the website 2) search reliability 3) access to real time and accurate reports and 4) meeting printed form delivery schedules. The capabilities to alleviate these and other user challenges have been identified in Attachment 1: Web Experience Management Forms Platform - Requirements Analysis & Traceability Matrix.

By documenting these requirements the Navy can design and develop a dependable modern WEM platform with improved functionality to support their forms acquisition process.

1.6 STAKEHOLDER COMMUNITY AND CHALLENGES

· Enterprise Managers (approximately four users)

· Parent Organization Echelon II (approximately twelve users, up to thirty two)

· Sub-organization (up to three hundred and forty users)

Challenges

Enterprise Managers

· The current system is prone to mistakes in managing and distributing forms

· The system is built upon dated technology which makes maintaining and upgrading the system challenging

· The system is prone to technical errors, which can decrease customer confidence

· The system is prone to service outages which can go unreported for long periods of time

· NFOL staff require better visibility throughout the forms lifecycle

· NFOL staff needs to be able to document decisions about forms creation and distribution

· NFOL system needs better interaction with other systems (e.g. Navy Forms, DONI)

NFOL Parent Organizations

· Need visibility to forms publishing and decision making process

· Need better understanding of what decisions are being made and how

In summary, the identified challenges have impacted the Navy’s ability to successfully procure, report on and receive printed orders at the level needed for their mission.

2. RECOMMENDATION

DLA will enhance the Navy’s forms procurement experience by upgrading the current system to a modernized WEM platform with improved visual, interactive, personalization, reporting, reliability and delivery of printed forms. The solution will enable developers as well as non-technical users to quickly build and deliver a web application that can be used to distribute electronic forms as well as DoD mandated content to a modern WEM platform.

The updated WEM platform will:

· Consolidate both NFOL and FOL into one integrated forms acquisition and delivery system

· Provide flexibility to customize portal experience by web application developers and business users

· Allow business users and NFOL administrators to update website content without using programming tools such as HTML, XML, or other programming languages.

· Allow business users to update forms with Adobe LiveCycle Forms Developer

· System will work with Adobe Reader Extensions server to maintain meta-data for forms

· Provide an integrated system with full business process support and audit and online notification capability

· Allow scalability to support large quantities of content and high numbers of users

· Allow users to purchase printed stock forms

· Ability to create reports which are timely and detailed (e.g. Form Stock Inventory, Form Stock Usage, Electronic and Stock form usage statistics)

Based on the requirements captured by conducting this analysis, we recommend that the NFOL and FOL systems be consolidated into one WEM platform. Upgrading and consolidating to a new WEM platform would most effectively be achieved by a multi-phased implementation approach.

Phase One – Initial Operating Capability

Based on requirements captured in Attachment 1: Requirements Analysis Traceability Matrix, a new WEM system will be installed. A user experience will be developed in coordination with NFOL staff, which will provide a unified, contemporary user and administrator experience for the foreseeable future. There will be reporting capability – giving forms managers and administrators increased capability to more adeptly manage system functions, including the ability to monitor forms consumption and system performance. The system shall also provide a limited workflow processing capability, which will allow some level of integration with the Adobe LiveCycle forms development system currently being used.

The system can be implemented as a Platform as a Service (PaaS) or on-premise. Either service delivery model allows the customer to have virtualized servers and associated services for running existing applications or developing and testing new ones. Initial and ongoing costs can be reduced by the use of infrastructure services from a single vendor rather than maintaining multiple hardware facilities that often perform duplicate functions or suffer from incompatibility problems. Overall expenses can also be minimized by unification of programming development efforts.

Phase One: Modernized NFOL Web Experience Management Systems

Phase Two – Full Operating Capability

Phase Two will provide a consolidated integration with the FOL stock forms procurement and print delivery system – providing a unified, scalable system with a consistent look and feel across all of the Navy’s forms requirements. The platform will also provide monitoring capability across the entire system for duplicate forms. Additionally, the enhanced reporting capabilities such as, inventory stock form monitoring, form utilization, to greatly improve NFOL’s ability to serve their customers.

Phase Two: Consolidated Navy Web Experience Management Forms Platform

Project Assumptions

· Number of forms – between 6000 and 9000 total forms developed by Forms Managers, and supported by Navy Sponsors

· Export Script will be provided/developed for migration of forms from existing LifeRay System

· New system will provide some method of object importer such that existing forms, as well as relevant metadata will be imported.

· The primary workflow process is limited to uploading forms created in Adobe LiveCycle to the new portal technology

· Number of users will remain constant (This is contingent upon NFOL and Navy Management).

· All integrations with third party systems (e.g. Oracle, MILSTRIP interactions, EBS) shall be accomplished via Web Services, Restful APIs, ODBC

· Wherever possible, Commercial-Off-The-Shelf (COTS) software should be used, and any customization using programming of compiled code should be minimized.

3. PROJECT PLAN

TASKS

Requirements Analysis

Requirements Site Analysis w/NFOL Team (Kick Off - On Site Face to Face/Calls)

Presentation of NFOL CMS Requirements Analysis

Design & Build Phase

Site Design (Site Theme Development)

Searching

Forms Ingestion

Reporting

NFOL Development Build

Migration testing using sample data

Development Environment for Initial Operational Capability (IOC)

Test Phase

Migration Testing using production (or subset of) data

- QA Migrated Data

External and Internal User - Initial Operation Capability (IOC) Testing

Small Group External and Internal User Training

Deployment Phase

NFOL Installation & Configuration

USER training

Production Services Available

- QA and System Acceptance

- Service switch-over

Sustainment Phase

Monthly Program Management Session

- Application Improvement Feedback

- Additional Functionality Workshops

Quarterly Executive Briefing

Phase One

Phase Two

Increased features and form distribution functionaility

Update NFOL to modern WEM platform

High availabilty

Easy admin and maintenance

Advanced Reporting and System Admin capabilities

Basic Reporting Capabilities

Integration with Navy Forms

Easy access to FOL image2.emf image3.JPG image4.jpg image5.emf

Copy of Attachment 1 - Navy Web Experience Management Forms Platform - Requirement Analysis and Traceability Matrix.xlsx

Sheet1

SERVICE REQUIREMENTS OUT OF THE BOX CONFIGURATION THIRD PARTY DACS MODULE TO BE TESTED TEST VERIFICATION MODIFICATION COMMENTS

2.1 FUNCTIONAL

2.1.1 Forms Upload

Phase 1 - Initial Operational Capability

2.1.1.1 Ability to upload with Adobe LiveCycle Forms Developer. Load forms, provide tagging and locking capability

2.1.1.2 Forms administrators will have the ability to keep forms locked (inaccessible by anyone other than Forms Managers) or Open where required

2.1.1.3 Integrate with Adobe Reader extensions and tagging

2.1.1.4 Create Forms manager library, training documents, include a "how-to guide" for end users

2.1.1.5 Forms managers should be able to load tagged forms up to the portal in one step

2.1.2 Web Experience Management Capability

Phase 1 - Initial Operational Capability

2.1.2.1 Ability to capture an unlimited number of forms/meta-data search capability. Stock forms need stock number as meta-data

2.1.2.2. All system users should have a simple interface that allows for ease of use across all functionality

2.1.2.3 Ability for NFOL Administrators to be able to easily modify Portal by adding portlets and content

2.1.2.4 Customers who need to access forms should be able to access technical support via email directly to administrators

2.1.2.5 Forms Customers should be able to have access/view all forms. Security should be provided such that forms should be locked down for all non Form Managers

2.1.4.6 Online help capability

2.1.2.7 Portal Administrator should have the ability view all Command Activities

2.1.2.8 Portal Administrators should have the ability to add portal elements and change the look and feel of the site

2.1.2.9 System should support 360 administrators. All Forms administrators should be able to update content in forms, as well as meta-data associated with forms

2.1.2.10 Repository should be able to support a library of up to 9000 forms

2.1.2.11 System should allow for cross network login and certification

2.1.2.12 Administrators will be able to initiate bulk actions across the system, including deletion of forms

Phase 2 - Full Operational Capability

2.1.2.13 The system should allow for forms to be monitored and controlled by appropriate security officers.

2.1.2.14 Portal should be able to monitor for duplicate forms

2.1.3 eCommerce Capability

Phase 2 - Full Operational Capability

2.1.3.1 Ordering warehouse items through this site will include a Virtual Shopping Cart.

2.1.3.2 Navy forms/items will be available either as a digital online file or as a warehouse item. Each item in the the search result screen will be marked to indicate a digital or a warehouse item.

2.1.3.3 System should allow for Web Services or other interface with the Navy Forms Online (FOL) system to search for and find warehouse forms to be printed in bulk

2.1.3.4 System will allow customers to New Government customers and commercial contract customers with assigned DoD Activity Address Codes (DODAACs) to register and establish a customer account before ordering warehouse forms.

2.1.3.5 Government customers should have the option to pay for their purchases by either Fund Code or IMPAC Card.

2.1.3.6 FOL system should allow for a shopping cart feature which allows for customer information, including shipping address, billing address, as well as other customer information to be determined at design phase.

2.1.3.7 The system will provide MILSTRIP validation for all items purchased

2.1.3.8 The system will provide an offline forms requisition process (warehouse forms) for emergency procurement. * New system may eliminate need for this requirement

2.1.4 Reporting Capability

Phase 1 - Initial Operational Capability

2.1.4.1 Forms administrator will be presented with a reason for form cancellation as a pop-up in the graphical user interface (GUI)

2.1.4.2 Portal and Forms Administrators should be given Reports of stock-forms inventory from a web-based dashboard which provides notification of forms that have been cancelled

2.1.4.3 View list of command (group) activities

2.1.4.4 View list of meta-data for forms and activities

2.1.4.5 Users and all administrators will be able to view all forms and meta-data with a web browser.

2.1.4.6 Report on number of website hits for particular forms

2.1.4.7 Form Purchase activity Phase 2

2.1.4.7 PII or SSN tagged forms

2.1.4.8 Portal Managers will have the ability to view the entire portfolio of forms, as well as the ability to grant access to appropriate parties when necessary.

Phase 2 - Full Operational Capability

2.1.4.9 Need to provide reports to OMB.

2.1.5 Wofklow Capability

Phase 1 - Initial Operational Capability

2.1.5.1 Form approval prior to being uploaded to web site

2.1.5.2 Workflow will be able integrate with Adobe LifeCycle Forms Developer

2.1.5.3 Forms managers will have the ability to initiate ad hoc workflow for compliance checking to sponsors and compliance officers

2.2 OPERATIONAL REQUIREMENTS

2.2.1 Systems Administration

Phase 1 - Initial Operational Capability

2.2.1.1 All technical administration (including system provisioning, development, and configuration) shall be developed for NFOL according NFOL’s specifications.

2.2.1.2 NFOL Portal Administrators shall be granted all administrative rights to the system.

2.2.1.3 Ability for Forms Consumers to email admin team for technical support

2.2.2 Audit and accountability

Phase 1 - Initial Operational Capability

2.2.2.1 Authorized users shall have transparency within the system so they can find out where the document sits in the process/workflow (needed for status checks).

2.2.2.2 Authorized users shall have the ability to audit all actions performed on forms within the portal.

2.3 COMPLIANCE AND STANDARDS REQUIREMENTS

Phase 1 - Initial Operational Capability

2.3.1 System shall go through appropriate Information Assurance Certification & Accreditation (C&A).

2.3.2 System shall comply with Security and Technical Information Guide (STIG) requirements according to DoD regulations.

2.3.3 System STIG, patches and other updates shall be applied so that system is current.

2.3.4 Identification of Section 508 Compliance requirements will be defined during the Design Phase.

2.4 SECURITY AND PRIVACY REQUIREMENTS

Phase 1 - Initial Operational Capability

2.4.1 Protect information through secure access, with different levels of authorization based on Echelon

2.5 PHYSICAL REQUIREMENTS

2.5.1 Storage Requirements

Phase 1 - Initial Operational Capability

2.5.1.1 Provide 3TB amount of space for storage of documents (To be defined during Design Phase).

2.5.2 Server Architecture Requirements

Phase 1 - Initial Operational Capability

2.5.2.1 System will reside on a DOD certified 3-Tiered Service Based Platform.

2.5.3 Network and Bandwidth Requirements

Phase 1 - Initial Operational Capability

2.5.3.1 System shall run on a DOD network certified.

2.6 SYSTEM DOCUMENTATION REQUIREMENTS

Phase 1 - Initial Operational Capability

2.6.1 Forms and WEM administrators shall be provided custom documentation for all system functionality

2.6.2 Provide Help functionality/User Guide.

2.6.3 Provide Help information/SOP for NFOL authorized users who will process information in the input system.

2.6.4 Provide Help information/SOP for administration and management of system.

2.6.5 Specific disaster recovery guidelines will be included in the NFOL Disaster Recovery Plan.

2.6.6 Provide Documentation/SOP on disaster recovery steps .

2.7 SERVICE LEVEL AGREEMENT REQUIREMENTS

Phase 1 - Initial Operational Capability

2.7.1 The system will provide contingencies against accidental loss or destruction of any/all forms or meta-data stored.

2.7.2 NFOL’s forms system residing in the Forms Portal should be available 365 days per year and 24 hours a day for external and internal authorized users.

2.7.3 System shall accommodate any surges in usage (multiple large submissions).

2.7.4 We will work with NFOL to develop appropriate Disaster Recovery or Continuity of Operations (COOP) plans.

2.7.5 System hardware and software shall be kept up to date to ensure optimal functioning of the system.

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