J7_Initial_TO_PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

For

COST MANAGEMENT SERVICES

PART 1

GENERAL INFORMATION

1.1 Description of Services/Introduction: The contractor shall provide all personnel, labor, and support necessary to perform services related to the use of Enterprise Resource Planning (ERP) Systems in support of Cost Management Services as defined in this PWS, except as specified in Part 3. Cost Management Services are managed within the Office of the Assistant Secretary of the Army (Financial Management & Comptroller) (ASA (FM&C) under the direction of the Office of the Deputy Secretary of the Army– Cost and Economics (DASA-CE).

1.2 Background: With the deployment of ERP Systems, such as General Funds Enterprise Business Systems (GFEBS), Global Combat Support System - Army (GCSS-A), Logistics Modernization Program (LMP), and Integrated Personnel and Pay System – Army (IPPS-A), the necessity of integrating managerial cost accounting with performance data to assist Army leaders in making resource informed decisions is essential. In support of the Army Enterprise, the DASA-CE Cost and Performance Management Division Chief, as the sponsor of Cost Management Services, is developing and fielding information technology based Army Cost Framework (ACF) to define, coordinate, integrate, and automate the cost and performance data needed for timely decision making and resource management of end-to-end business processes, such as: Order to Cash, Procure to Pay, Budget to Report, Cost Management, and Planning Programming Budgeting Executing (PPBE). To support on-going DASA-CE Cost Management Service activities, there is a requirement for subject matter experts knowledgeable of ERP integration, the Systems, Applications, and Products (SAP) software and systems implementing them, as well as the design and implementation of frameworks capable of supporting resource informed decision making throughout, and at all levels, of the Army Enterprise.

1.3 Objectives:

1.3.1 Support resource informed decision making across the Army Enterprise by leveraging the use of information technology as reflected in the Army ERPs to better capture, organize and use cost data.

1.3.2 Enhance analytical capabilities within DASA-CE and throughout the Army enterprise by identifying tools, techniques and methods for measuring the effectiveness and efficiency of DASA-CE cost management goals to include recommended metrics to measure success.

1.3.3 Identify, develop, and support the implementation and deployment of standardized cost data structures and approaches such as work break down structures, cost objects, flow charts, etc. for use within the ERPs across the Army Enterprise.

1.3.4 Design and document (including the development of process procedures, presentation materials, and training programs of instruction) the Cost Management End to End process to enable the standardization of Cost Management activities throughout the Army Enterprise.

1.3.5 Provide subject matter expertise (SME) to improve the Army’s ability to use new systems and technologies to support the Army’s ability to analyze cost data to improve decision-making.

1.3.6 Support creation and review of requirements documentation, and functional / technical designs for Army Enterprise systems that have an impact to cost accounting, cost estimating, or cost management.

1.3.7 Provide Technical Support, expertise and design recommendations to support the Global Force Management Data Initiative (GFMDI).

1.4 Scope: Contractor shall provide information technology expertise/services with a concentration on SAP, managerial cost accounting, performance measurement, and data analysis capability to aid DASA-CE, ASA(FM&C), and the Army to define, develop, document, communicate/coordinate, train, and facilitate workshops on all matters related to Cost Management End to End processes, Army Cost Information Structures, the Cost Management Strategic Implementation Plan (CMSIP), Data Analysis, Audit Readiness, Data Architecture and related integration efforts.

1.5 General Information.

1.5.1 Quality Control (QC): The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures that the work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary”. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to its QC system. The quality control plan should be submitted within 10 days after contract award.

1.5.2 Quality Assurance (QA): The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays: The contractor is not required to perform services on the following days:

1.5.4 Hours of Operation/Place of Performance: The contractor is responsible for conducting work between the hours of 0730 hours to 1700 hours Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

Place of Performance: Contractor personnel shall work from the Contractor’s facilities. Contractor will be required to support personnel located in the Pentagon, and Fort Belvoir, VA.

1.5.5 Security Requirements: All contractors must possess an active secret security clearance for working with any ERP data (e.g., GFEBS). All contractor personnel shall maintain their security clearances through the life of the contract. Furthermore, at least one contractor assigned to the contract must possess a top secret clearance.

1.5.6 AT/OPSEC Requirements:

1.5.6.1 AT Level I Training. All contracting employees, to include subcontracting employees, requiring access to government installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

1.5.6.2 iWATCH Training. iWATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub- contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.5.6.3 Access and General Protection/Security Policy and Procedures. Contractor and all associated subcontractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.5.6.4 The contractor will comply with FAR Clause 52.204-2. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires contractors to comply with The Security Agreement (DD Form 441), including DOD 5220.22-M and any revisions, notice of which has been provided to the contractor.

1.5.6.5 According to AR 530-1, new contractor employees must complete Level I OPSEC training within 30 calendar days after they report for duty. All contractor employees must complete annual OPSEC awareness training.

1.5.6.6 All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

1.5.6.7 All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

1.5.6.8 The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work day, government facilities, equipment, and materials shall be secured.

1.5.7 RESERVED.

1.5.8 Conservation of Utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

1.5.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.5.10 Key Personnel: The Principal Consultant/SAP will also serve as the Contract Manager (1.5.11) and is designated as a Key Person. The Principal Consultant/SAP is required to have a BS/BA degree, 8 years general industry/government experience, 10 years SAP ERP experience (including in-depth knowledge of SAP Financials & Controlling (FICO) module, Funds Management (FM) module, and the Project Systems (PS) module.) Project Management experience (minimum 4 years) is also required. The following personnel are also designated key personnel: Project Administrative Specialist/Technical Writer, Cost/Managerial Accountant/Consultant/SAP, and Senior Consultant/SAP. The experience/education requirements for these labor categories is included in Section 1.5.15 of this PWS.

1.5.11 Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.5.12 Notification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel shall obtain and display contractor badges at all times while performing the services in the PWS. The contractor shall have all personnel to fill out the necessary paperwork to obtain Common Access Cards (CAC) and Building passes for access to certain government facilities.

1.5.13 Contractor Manpower Reporting: The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil, and then click on “Department of the Army CMRA”.

Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website at http://www.ecmra.mil. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

1.5.14 Contractor Travel: The contractor may be required to travel CONUS and within the National Capital Region (NCR). Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government PRIOR approval/authorization by the COR or Contracting Officer and notification to the COR. The Contractor shall only be reimbursed for approved travel from the Contractor’s facility to sites designated by the COR or Contracting Officer. Travel costs shall be paid only when authorized by the COR or Contracting Officer as prescribed by FAR 31.205-46.

1.5.15 Level of Effort/Experience Requirements.

(11 FTEs)

PART 2

Reserved

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 General: General: The work location for this contract is the Contractor’s facilities.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

PART 5

SPECIFIC TASKS

5.1 Cost Management Support Services: The contractor shall provide services to support the DASA-CE Cost Management activities as they relate to the achievement of the goals specified in the Army Cost and Performance Management Strategic Plan with an emphasis on leveraging the ERPs for better decision making. For all tasks in Part 5 of this contract, contractor shall:

5.1.1 Coordinate, communicate, and provide support to DASA-CE in support of its mission as specified in GO 2017-01, Assignment of Functions and Responsibilities within Headquarters, Department of the Army.

5.1.2 Develop and maintain project plans and work diligently to ensure completion of all tasks prioritized by DASA-CE and/or COR by estimated completion dates. (CDRL A001)

5.1.3 Develop presentation/workshop materials and products to support work tasks and workshops other associated tasks as specified by the COR. Required travel associated with this task shall be in accordance with PWS paragraph 1.5.14.

5.1.4 Conduct/prepare special studies, quality reviews, analyses as specified by the COR. Contractor shall be required to brief and/or present results of such studies, reviews, and analysis. All data, working/presentation materials resulting from studies, reviews, and analysis under this contract shall be turned over to DASA-CE. (CDRL A002)

5.2 Enterprise Resource and Planning (ERP) Technical and Functional SME Support: Leverage ERP systems to improve cost management by providing comprehensive technical expertise with Army ERPs which includes: General Funds Enterprise Business Systems (GFEBS), Global Combat Support System - Army (GCSS-A), Logistics Modernization Program (LMP), and Integrated Personnel and Pay System – Army (IPPS-A) as well as other ERPs and Defense Business Systems as identified by DASA-CE and/or COR.

5.2.1 Contractor shall provide ERP/SAP subject matter expertise (SME) in the areas of managerial/cost accounting, performance measurement, and data analytics in support of ERP/SAP modules such as Financial (FI), Controlling Module (CO), Project Systems (PS) and Property, Plant & Equipment (PP&E).

5.2.2 Contractor shall provide ERP/SAP technical expertise to recommend approaches, perform analyses, review/prepare requirements and functional designs, participate in discussions/meetings/workshops on controlling (cost management), project systems, human resource, payroll, labor time tracking, manpower, real property, material, and other areas that have impacts or are related to cost and performance management. (CDRL A003)

5.2.3 Contractor shall develop cost capture strategies, business rules (e.g. cost allocation rules for overhead, labor, contracts, travel; settlement rules; archiving rules), translation of business models into technical blueprint templates, and additional types of organizing, planning, and executing activities for new and existing organizations either already utilizing ERPs or new organizations migrating to an ERP. (CDRL A004)

5.2.4 Contractor shall develop business rules and actual designs for cost structures, including standardization and control tables on attributes. Cost Structures shall be linked to the FMID’s and fully integrated into the Global Force Management Data Initiative designs. The Contractor shall be responsible for creating documentation detailing the business rules for how Cost Centers are created for organizations. The Contractor shall also provide documentation and master data reports detailing the current status of Cost Centers master data.

5.2.5 The Contractor shall develop business rule and designs for fund centers and related structures that may exist in other Army ERP’s. The Contractor shall document business rules for how funds centers are established and provide documentation and master data reports to the COR and Contractor.

5.2.6 Contractor shall provide ERP/SAP SME support to councils, senior leader groups, and other key decisions forums across the Army in support of DASA-CE.

5.2.7 The Contractor shall facilitate master data design sessions with other Army organizations. The Contractor shall be responsible for identifying and documenting relevant stakeholders that should be contributing to designs for master data. The Contractor shall also be responsible for conducting sessions and documenting inputs from Army stakeholders. The Contractor shall demonstrate expert level experience in facilitating design sessions for SAP systems. The Contractor shall also provide design documentation that translate stakeholder information needs into master data designs.

5.2.8 The Contractor shall be responsible for conducting design reviews with DASA-CE leadership, identifying multiple design options for master data, and options for federating master data across multiple Army ERP’s.

5.2.9 Contractor shall provide best practice recommendations, documentation, and methodologies, for topics including but not limited to: master data federation, management of master data (centralization vs. decentralization), project systems/work breakdown structures, cost objects, and other relevant cost management domain areas. (CDRL A005)

5.2.10 Contractor will provide SAP/ERP experts to assist government personnel in determining the requirements and data elements needed to determine cost tracking and logistics data from ERPs (e.g., GFEBS, GCSS-A, and LMP) in support of DASA-CE and COR.

5.2.11 The Contractor shall trace information flows through major Army processes, indicating which source systems, tables and data elements feed specific Army processes. This shall include ERPs, business systems, and other non-ERP systems.

5.2.12 The Contractor shall create documentation and training materials describing how to properly capture and report on reimbursable expenses within Army ERPs such that supplier and customer organization, funding, and products / or services are identified. The Contractor shall identify and document design options for integrating G-Invoicing into the Army suite of ERPs.

5.2.13 The Contractor shall create and document a new cost information strategy. This information strategy shall address at a minimum:

· the most logical groupings for business rules and structures,

· how information requirements shall be captured across different domains

· how different objects or attributes can be used in different Army ERP’s to capture this information

· how controls and validations rules can be applied to ensure that master data conforms to business rules

· how costs are to be collected against appropriate master data

5.2.14 Contractor shall provide the appropriate SAP/ERP expertise to assist in the development of cost information, programs, and data analytical products as required in support of DASA-CE. (CDRL A006)

5.2.15 The Contractor shall provide cost management specific ERP/SAP training to selected Department of the Army personnel as required.

5.2.16 The Contractor shall be responsible for providing requirements and design criteria for the creation of an Army analytics data lake and / or universe of transactions to be used as a data source to support analysis by DASA-CE. This may involve incorporating DASA-CE requirements and designs into another existing Army system or set of systems under development that form a future analytical environment.

5.2.17 The contractor shall assist DASA-CE in the integration of cost management functions and practices directly related to the ERPs/SAP with the Business Enterprise E2E Processes as described in AR 5-1, Management of Business Operations. This support may include the design and development of templates, process flow diagrams, requirements and design documents, business models, business procedures, blueprints, job aides, user guides, standard operating procedures.

5.2.18 The Contractor shall maintain an SAP environment that mirrors the configuration of GFEBS. This environment shall be available to government personnel to test and demonstrate changes to master data, configuration settings or proposed scripts / automation. This environment shall be accessible to federal or contractor personnel identified by the COR.

5.3 Contractor Reporting

5.3.1 The contractor shall provide a written status update on all work tasks, issues and concerns weekly. (CDRL A007)

5.3.2 Contractors shall report labor hours monthly. The report will consist of allocation percentages to the appropriate Internal Order and/or Work Breakdown Structure by Labor Category. (CDRL A008)

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

The Contractor shall provide or furnish deliverables as specified in this list and as detailed throughout the PWS. This list is meant to identify and further clarify the primary deliverables due under this contract. It is not meant to cover every PWS task, report, or action, etc. required within the PWS. Submit via email to the Contracting Officer Technical Representative, and Contracting Officer Representative.

TECHNICAL EXHIBIT 2

PERFORMANCE REQUIREMENTS SUMMARY

PRS # 1

Contractor shall support the development of Cost Management Services for End-to- End Business Processes and the Army Cost Framework.

(PWS 5.1 – 5.1.4)

Compliance with the following best practices and standards:

Army Information Assurance best practices, Risk Management Framework, Army Regulations AR 25-1 & AR 25-2, DoDI 8500.01 & DoDI 8510.01, 100% Adherence to DASA, Federal or Army standards, templates, and best practices

PRS # 2

Contractor shall support the development of Cost Management Services as related to Army Enterprise Resource Planning (ERP) systems and Functional SME Support.

(PWS 5.2 – 5.2.18)

Compliance with the following best practices and standards:

Army Information Assurance best practices, Army Regulations AR 25-1 & AR 25-2, DoDI 8500.01 & DoDI 8510.01 100% Adherence to DASA, Federal or Army standards, templates, and best practices

PRS # 3

Contractor shall provide documentation for the Cost Management Services products, workshops, SME support, and training. (PWS 5.1.2; 5.1.3; 5.1.4) Compliance with the following best practices and standards:

Army Information Assurance best practices. Army Regulations AR 25-1 & AR 25-2, DoDI 8500.01 and DoDI 8510.01 100% Adherence to DASA, Federal or Army standards, templates, and best practices

PRS #4

The contractor shall provide a weekly status update noting progress, issues and concerns weekly on a day specified by the Cost & Performance Management Division Chief and COTR. (PWS 5.3.1)

PRS #5

Contractor shall provide Labor Hours and Costs Report (PWS 5.3.2)

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