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IFAS PreProposal Conference RFP VA798A09RP0006

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Title: IFAS PreProposal Conference RFP VA798A09RP0006


1
IFAS Pre-Proposal Conference RFP
VA-798A-09-RP-0006
  • March 10-11, 2009

2
OPENING
  • Welcome
  • Introductions
  • Administrative announcements

2
3
FLITE PROGRAM
  • Leslie Abbott, FLITE Program Director

4
FLITE WHAT IS IT?
FLITE is… A Department of Veterans Affairs (VA)
multi-year initiative to replace existing
financial and asset management/inventory systems
with integrated, enterprise-level systems.
  • FLITE has…
  • Three primary components
  • Strategic Asset Management (SAM) System
  • Integrated Financial Accounting System (IFAS)
  • Data Warehouse

5
WHY VA MUST IMPLEMENT FLITE
As public stewards, VA must account for, report,
and manage billions of dollars in assets.
However, we are working with…
  • Non-integrated systems
  • Manually intensive accounting processes
  • Lack of standardization of processes
  • Multiple entries of business information
  • Lack of timely financial reporting
  • Decentralized data

VA requires Improved Business Processes
6
FLITE OBJECTIVES
Design, develop, and implement an integrated
financial and asset management system to resolve
material weakness on financial management system
functionality
Provide management access to timely and
accurate information in financial, logistics,
budget, asset management, and related areas
Establish an advanced technology environment
Serve Those Who Serve Veterans
7
FLITE SUPPORT FOR VA STRATEGIC PLAN
  • FLITE Supports These Enabling Goals from the VA
    Strategic Plan
  • Implement a One-VA Information Technology (IT)
    framework that (1) enables the consolidation of
    IT solutions and the creation of cross-cutting
    common services to support the integration of
    information across business lines and (2)
    provides secure, consistent, reliable, and
    accurate information to all interested parties
  • Improve the overall governance and performance of
    VA by applying sound business principles
    ensuring accountability employing resources
    effectively through enhanced capital asset
    management, acquisition practices, and strategic
    sourcing and linking strategic planning to
    budgeting and performance

8
FLITE CHALLENGES CoreFLS LESSONS LEARNED
9
THE GOOD NEWS
  • Congress supports FLITE
  • Program momentum has been achieved through
    emphasizing
  • Best practices in program management and systems
    engineering
  • Strong agency-level governance
  • SAM and IFAS have approval to enter Execution
    Phase of Systems Development Life Cycle (SDLC)
  • Achieved Level 1

Despite its challenges, FLITE is a vibrant,
healthy program poised to contribute to the
future of VA.
10
SUMMARY
The Promise of FLITE An integrated financial
and asset management system, timely and accurate
information, and an advanced technology
environment will bring to VA better
accountability, better reporting, and a much
better way to do the job of managing
11
OVERVIEW
  • Purpose
  • Ground rules
  • Approach
  • Background
  • Requirement overview
  • Acquisition approach
  • Goals
  • Request for Proposal (RFP) review and discussion
  • Acquisition schedule
  • Final comments

12
PURPOSE
  • Explain Government requirements
  • Respond to questions
  • Exchange information

13
GROUND RULES
  • Any changes to requirements will be captured by
    formal amendment
  • All parties will have the same information
  • May not have all responses today
  • Answers posted on FedBizOpps take precedence

14
APPROACH
  • What would we want to know if we were you?
  • Open discussion
  • Highlight key Government issues
  • Highlight key areas of RFP

15
INTEGRATED FINANCIAL ACCOUNTING SYSTEM (IFAS)
  • What is IFAS?
  • Component of the Financial and Logistics
    Integrated Technology Enterprise (FLITE) program
  • Replaces CoreFLS project
  • Integrates with VAs Strategic Asset Management
    System (SAM)
  • The IFAS project will develop and deploy a
    Commercial Off-the-Shelf (COTS) software
    application as a tool for processing and
    reporting all financial and accounting
    information in integrated databases accessible
    throughout the department

16
IFAS GOALS
  • Standardize business processes and modernize the
    Information Technology (IT) environment
    supporting financial management
  • Implement a COTS-based integrated financial
    management system
  • Improve consolidated reporting and management
    information
  • Provide accurate and auditable financial data

17
IFAS GOALS (Contd)
  • Replaces Legacy Systems
  • Financial Management System (FMS)
  • Components of the Integrated Funds Distribution,
    Control Point Activity, Accounting and
    Procurement System (IFCAP), such as funds control
    and purchasing

18
WHO WILL BE IMPACTED?
  • Direct and indirect service to millions of
    veterans
  • More than 80,000 system users
  • Approximately 763,000 vendors

19
WHAT WILL BE IMPACTED?
  • FMS
  • Centralized accounting system for VA
  • 442,728,910 General Ledger (GL) entries per year
  • 391 recurring reports (daily, monthly, yearly)
  • More than 12,000,000 purchase orders per year
  • IFCAP
  • 150 stand-alone instances across VA
  • Purchasing
  • Funds control
  • Interfaces
  • 50-80 potential interfaces (incoming and outgoing)

20
IFAS SCOPE
  • Purchasing
  • Budget Execution
  • Payment Management
  • Travel
  • Vendor File
  • Debt Management
  • Funding Fees
  • Reimbursables
  • Grants

Procure to Pay
Order to Cash
  • Fixed Asset Accounting
  • Project Accounting
  • Construction
  • Deferred Maintenance
  • General Accounting
  • Financial Reporting
  • Suspense Fund Reporting

Acquire to Retire
Record to Report
21
SAM INTEGRATION WITH IFAS
22
IFAS APPROACH
  • Multi-phased
  • FMS and IFCAP replaced separately
  • Pilot ? Beta ? National Deployment
  • Repeatable processes
  • Standardize
  • Business processes and practices
  • Data and data types
  • Incremental Release
  • Reduces the risks associated with a complete
    system cutover and the costs associated with full
    duplex or parallel system testing
  • Comprehensive testing and quality assurance

22
23
IFAS APPROACH (Contd)
  • Comprehensive, sustainable, repeatable training
  • Robust OCM capability that ensures VA employees
    are actively involved
  • Maintain senior leadership involvement and
    commitment
  • Site readiness activities
  • Sustained communication and education to ensure
    programmatic and business concerns/issues are
    addressed
  • Leverage previous investments wherever possible
  • Requirements, lessons learned, programmatic
    documentation, reports, data cleansing/conversion,
    training materials, etc.
  • Hardware and software components

23
24
IFAS DEPLOYMENT
  • Convert FMS to IFAS
  • Pilot/Beta Stage
  • Redirect IFCAP and other interfaces from FMS to
    IFAS
  • Develop SAM vendor file integration
  • National Deployment
  • Convert IFCAP to IFAS
  • IFCAP Replacement Development
  • Develop SAM integration points
  • Pilot
  • Beta
  • National Deployment

24
25
FLITE MILESTONE TIMELINE
26
REQUIREMENT OVERVIEW
  • IFAS solution, following FMLoB acquisition
    guidance, will seek
  • FSIO compliant software solution
  • System implementation and integration services
  • Application management services
  • Technology hosting and administration

26
27
KEY THINGS TO REMEMBER
  • Standardization
  • Complexity
  • COTS FMLoB solution
  • Financial and asset management integration
  • Failure isnt an option

27
28
ACQUISTION APPROACH
  • Approach to satisfying the IFAS requirement
  • ID/IQ Contract or Interagency Agreement
  • Task or Delivery Orders
  • Sample Orders
  • Contracting approach
  • Competitive Full and Open
  • Public/Private Competition
  • Best Value FAR Part 15 Procedures
  • 10 years to place orders with 1 year for final
    performance

28
29
GOALS
  • Complementary relationship FAIR DEAL
  • Simple and clear contract arrangement
  • Meet schedule
  • Outstanding performance

29
30
SECTION A SOLICITATION FORM
  • SF 33
  • Could make an award
  • Table of Contents
  • 180 day offer validity
  • Acknowledgement of Amendments

30
31
SECTION B SUPPLIES / SERVICES AND PRICES / COSTS
  • B.1 Clauses and Provisions
  • Clauses incorporated by reference
  • Sections K, L, and M will be removed from award
  • B.3 Contract Minimum/Maximum
  • Fill-in Contract Maximum Amount
  • Contract Minimum is 50,000
  • B.4 Contract Type
  • Indefinite Delivery/Indefinite Quantity Contract
  • Allows task and delivery orders
  • CPFF, CPAF, or FP basis for orders
  • Ten-year ordering period with additional year for
    completion of orders

31
32
SECTION B (Contd) SUPPLIES / SERVICES AND PRICES
/ COSTS
  • B.5 Ceiling Fee Rate for CPFF Orders
  • Fill-in maximum fee percentage to be used on CPFF
    orders
  • Statutory limitations on fee are found in FAR
    15.404-4
  • B.6 Ceiling Fee Rate for CPAF Orders
  • Fill-in maximum fee percentage to be used on CPAF
    orders
  • Contract Line Items
  • 0001 Cost Plus Fixed Fee
  • 0002 Cost Plus Award Fee
  • 0003 Fixed Price
  • 0004 Data and Reports, Not Separately Priced

32
33
SECTION B (Contd) SUPPLIES / SERVICES AND PRICES
/ COSTS
  • Orders are stand alone contract vehicles
  • RFP Section H.13 discusses how orders are placed
  • Governing Law
  • Federal law and regulations govern the contract
    and orders
  • Clauses, terms, and provisions of Basic ID/IQ
    Contract and Orders shall together comprise the
    enterprise-wide perpetual license agreement(s) to
    be delivered
  • No commercial software license agreement shall be
    accepted by VA

33
34
SECTION C DESCRIPTIONS / SPECIFICATIONS / WORK
STATEMENTS
  • SOW outlines scope of work
  • Anything IFAS related will be within scope
  • Work is only authorized by orders

34
35
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 2.2 IFAS Program Objectives
  • 2.2.1 Functional Objectives
  • Hosted IFAS solution, consistent with the goals
    and objectives of the FMLoB initiative
  • Integrated core financial management system that
    meets FSIO, VA, and other Federal requirements
  • Standardized systems that support common
    financial processes and complement financial
    management systems operational efficiency and
    effectiveness
  • Standardized systems to support the procurement
    process and all necessary reporting requirements.
  • Real time reporting and tools to support
    financial reporting
  • Comply with CGAC structure when required

35
36
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 2.2 IFAS Program Objectives
  • 2.2.2 Technical Objectives
  • An IFAS solution configured to meet VA business,
    security, privacy, and Section 508 of the
    Rehabilitation Act of 1973 accessibility
    requirements
  • Full integration with SAM (IBM Maximo Enterprise
    Asset Management software)
  • Interface with existing systems
  • Interface to VistA, including the accounts
    receivable system and other VistA systems.
  • System flexibility to adapt to future or enhanced
    interfaces

36
37
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 2.2 IFAS Program Objectives (Contd)
  • 2.2.2 Technical Objectives
  • An internet-based user interface
  • Change management support, training, and support
    for the users of the new system based on the
    roles and responsibilities of individual users.
  • Documentation with unlimited rights, covering, at
    a minimum, software configuration, technical
    specifications, system interface descriptions,
    certification and accreditation package,
    user/training manuals and any source code
  • Deployment across VA

37
38
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 2.2.3 Policy and Legislative Constraints
  • Comply with the appropriate VA financial policies
    (http//www1.va.gov/vapubs/viewPublication.asp)
  • Comply with the VA Enterprise Architecture (EA)
    and the EA Technical Reference Model (TRM)
    policies
  • Provide documentation in accordance with the VA
    IT Program Management Framework
  • Comply with policies and guidance issued by
  • FSIO, including Core Financial System
    Requirements and CGAC
  • Office of Management and Budget (OMB)
  • Department of Treasury
  • Comply with Federal financial management
    requirements, including OMB Circulars A-123,
    A-127, and 136 CFO Act, GMRA, FFMIA, Prompt
    Payment Act, and Federal Generally Accepted
    Accounting Principles

38
39
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 2.2.3 Policy and Legislative Constraints (Contd)
  • Must follow Federal and VA Security and Privacy
    Laws, Regulation, Standard, Policy and
    Guidelines, including
  • National Institute of Standards and Technology
    (NIST) Federal Information Processing Standard
    (FIPS) 199, Standards for Security
    Categorization of Federal Information and
    Information Systems
  • NIST Special Publication (SP) 800-53 Recommended
    Security Controls for Federal Information
    Systems
  • Federal Information Security Management Act of
    2002 (FISMA)
  • VA Directive 6500, Information Security Program
  • Privacy - Electronic Government Act of 2002
    (eGov Act)
  • Section 508 Accessibility requirements
  • VA Directive 6508, Privacy Impact Assessments
  • Office of Personnel Management (OPM)

39
40
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements
  • 3.2 Technical Architecture and Configuration
  • Addressed in Attachment J-2, IFAS Technical
    Architecture Requirements, and J-3, IFAS Baseline
    Security Requirements
  • 3.3 Requirements Management
  • Identify gaps between the requirements and the
    COTS package
  • Develop end-state requirements and business
    processes
  • Maintain and document the traceability of all
    requirements
  • Use the Rational tool suite

40
41
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.4 Design and Development
  • VA must approve all configuration selections
  • Contractor must configure the IFAS solution in
    accordance with FSIO standard configuration
  • 3.5 Testing
  • Contractor must plan, perform, and document the
    results of all testing, e.g., unit, system, and
    integration testing of the configured COTS
    application, data conversion, security, and
    interfaces
  • VA will use a separate contractor for Independent
    Validation and Verification (IVV) testing
  • Must use IBM Rational Suite software tools for
    testing

41
42
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.6 Organizational Change Management (OCM)
  • Provide services associated with the execution of
    Site Transition, Communications, and Stakeholder
    Management plans
  • Support FLITE Program OCM
  • 3.7 Training
  • Develop an IFAS Training Strategy aligned with
    the overall FLITE Training Strategy.
  • Design and develop training curriculum and
    training content
  • Develop detailed site training plan to deploy and
    conduct training for all IFAS users
  • Use a blended instructor led and hands-on
    training environment with an emphasis on
    instructor-led training

42
43
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.8 Certification and Accreditation (CA)
  • Develop documentation to facilitate VA CA
  • CA will be in accordance with NIST Special
    Publication 800-37 and VA Handbook 6500
  • CA Package must be submitted to the COTR 60 days
    prior to scheduled Security Control Assessment by
    the VA

43
44
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.9 Rollout Plan
  • IFAS deployment must consist of the following
    Hosting, FMS Replacement Pilot/Beta, FMS
    Replacement National Deployment, IFCAP
    Replacement Development, IFCAP Pilot, IFCAP Beta,
    and IFCAP National Deployment.
  • FMS Replacement Pilot/Beta (12 months)
  • Initial system configuration
  • Franchise Fund
  • Two VHA sites, two NCA sites, and approximately
    two VBA sites
  • FMS Replacement National Deployment (12 months)
  • Includes all remaining sites

44
45
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.9 Rollout Plan
  • IFCAP Replacement Development (9 months)
  • Commences at contract award
  • Includes IFAS and SAM integration and development
    of interfaces between IFAS and the VistA
    applications
  • IFCAP Replacement Pilot (6 months)
  • Franchise Funds at the VA-FSC
  • VA Medical Center

45
46
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.9 Rollout Plan (Contd)
  • IFCAP Replacement Beta (3 months)
  • Two VHA sites, two NCA sites, and approximately 2
    VBA sites.
  • IFCAP Replacement National Deployment (18 months)
  • IFAS replaces IFCAP at all VA remaining sites

46
47
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
47
48
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.10 Hosting and Associated OM Services
  • Addressed in Attachment J-6, IFAS Hosting and
    Operations Maintenance Requirements
  • 3.11 Implementation Support and Knowledge
    Transfer
  • Implementation support of IFAS for each part of
    deployment and for each site for a stabilizing
    period of 20 business days, which must include
    end-of-month processing
  • Contractors employees working at a VA facility
    or interfacing with VA staff must be able to
    communicate, both verbally and in writing, in the
    English language

48
49
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.12 Software
  • COTS-based, integrated core financial management
    system that meets FSIO, VA, and other Federal
    requirements
  • Procure to pay
  • Purchasing
  • Budget execution
  • Payment management
  • Travel
  • Vendor management
  • Foreign pay
  • Treasury Offset Program (TOP)

49
50
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.12 Software
  • Order to cash
  • Accounts receivable and debt management
  • Fee
  • Reimbursable
  • Grants

50
51
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.12 Software (Contd)
  • Acquire to retire
  • Fixed asset accounting
  • Project accounting
  • Construction
  • Deferred Maintenance
  • Record to report
  • General accounting
  • Financial reporting
  • Suspense fund reporting
  • Congressional district reporting
  • Person Funds of Patients (PFOP)

51
52
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.13.1 Program Management
  • Must use VA project management guidelines
  • Must interface with senior-level VA officials,
    including FLITE Program Management Office (PMO),
    the FLITE Program director, and other project
    stakeholders, such as SQAS and the IV contractor
  • Must align IFAS project management activities
    with the FLITE PMO
  • 3.13.2 Quality Control Program
  • The contractor shall develop, implement and
    maintain a Quality Control Program
  • VA may use the contractors Quality control
    Program as part of the inspection/acceptance
    program

52
53
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 3.0 Anticipated Work Requirements (Contd)
  • 3.13.7 Earned Value Management
  • Contractor shall use an EVM System (EVMS) that
    has been determined by the Cognizant Federal
    Agency (CFA) to be compliant with the guidelines
    in ANSI/EIA Standard - 748
  • Contractor shall submit the applicable reports in
    accordance with the requirements of the
    individual delivery or task orders issued under
    the contract.
  • VA uses Primavera Project Management to address
    the EVMS requirements

53
54
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 4.0 Deliverables
  • Contractor shall deliver to VA all software,
    documents, etc., created in support of the IFAS
    project
  • Must update all system documentation to remain
    current with each software development
    activity/phase.
  • The Government will include the actual
    requirements, formats, delivery schedules and
    points of contact in each order
  • VA will have unlimited rights as allocated under
    FAR 52.227-14(b) in all data delivered under the
    orders

54
55
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 4.0 Deliverables (Contd)
  • Unless otherwise stated in the orders, the
    contractor shall submit deliverables to the COTR
    or his or her designee.
  • The Government will include review times and
    response to review comments in the orders
  • The COTR will serve as VAs focal point for
    accepting the deliverables, unless an order
    provides for other procedures

55
56
ATTACHMENT J-2 IFAS TECHNICAL ARCHITECTURE
REQUIREMENTS
  • Provides a system overview of current financial
    systems
  • Lists relevant VA tools and software
  • Documents IFAS nonfunctional requirements
  • Documents IFAS architecture requirement

56
57
ATTACHMENT J-2 (Contd) IFAS TECHNICAL
ARCHITECTURE REQUIREMENTS
  • Section 2 Current Financial Management Systems
  • Describes the technical characteristics
  • Financial Management System (FMS)
  • Platform and architecture
  • Users and volume
  • IFCAP
  • VistA architecture and technologies
  • Number of users
  • Other Systems

57
58
ATTACHMENT J-2 (Contd) IFAS TECHNICAL
ARCHITECTURE REQUIREMENTS
  • Section 3 VA Tools and Software
  • Provides list of tools and software approved for
    use in VA environments
  • Lifecycle tools including project control,
    requirements, modeling, design and testing
  • Application tools including middleware, messaging
    and ETL
  • Infrastructure software including OS and
    application server

58
59
ATTACHMENT J-2 (Contd) IFAS TECHNICAL
ARCHITECTURE REQUIREMENTS
  • Section 4 System Context
  • Provides a high level of IFAS context including
    interfaces
  • Section 5 Technical Requirements
  • Describes the nonfunctional requirements of IFAS
  • Capacity requirements across phases
  • End state performance requirements
  • Section 508 requirements

59
60
ATTACHMENT J-2 (Contd) IFAS TECHNICAL
ARCHITECTURE REQUIREMENTS
  • Section 6 Technical Architecture Requirements
  • Describes the desired target multi-tier
    application architecture
  • Describes the minimum required physical and
    logical environment configuration
  • Documents a high level topology including an
    approach to connectivity to VA backbone

60
61
ATTACHMENT J-2 (Contd) IFAS TECHNICAL
ARCHITECTURE REQUIREMENTS
  • Section 7 Hosting Connectivity
  • Connectivity
  • VA WAN
  • External Systems (IRS, Treasury, etc)
  • Continuity
  • NIST Special Publications 800-53

61
62
ATTACHMENT J-4 IFAS BUSINESS REQUIREMENTS
  • Presents major business process flow diagrams,
    detailed descriptions, and business requirements
  • Foundation for configuration of COTS product
  • Fit-Gap Analysis will identify changes based on
    best practices and/or software compatibility

62
63
ATTACHMENT J-4 (Contd) IFAS BUSINESS
REQUIREMENTS
  • Section 4 Organizational Data Flow
  • High level overview of VA organizations and data
    flow into and out of the system
  • VA systems which will exchange data with IFAS
  • VA organizations which will use IFAS

63
64
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Sections 5-8
  • Provides
  • Standardized To-Be Process Descriptions
  • Cross-functional map
  • Business process flow diagram
  • Detailed descriptions about the process

64
65
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 5 Procure to Pay
  • Focus on Purchasing, Accounts Payable and Vendor
    Management
  • Budget Distribution
  • AACS
  • Multiple levels

65
66
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 5 Procure to Pay
  • Purchasing
  • Standard (Form 2237)
  • Gatekeeper
  • Integrated with SAM
  • Checkbook/commitment accounting
  • Miscellaneous Obligations (Form 1358)
  • Exception lists
  • Internal Controls
  • Interfaces

66
67
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 5 Procure to Pay
  • Purchase Cards
  • Same Day payments
  • Standardization throughout VA
  • Receiving and Certification
  • Four way match
  • Automated Workflows
  • Automated Notifications

67
68
ATTACHMENT J-4 (Contd) IFAS BUSINESS
REQUIREMENTS
  • Section 5 Procure to Pay
  • Revolving Funds
  • Supply Fund automated processes
  • Issue books
  • Travel Request Payment Process
  • Interface with Fed Traveler
  • Beneficiary Travel

68
69
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 5 Procure to Pay
  • Accounts Payable
  • Benefits - Administrative Loan Accounting Center
    (ALAC), Vocational Rehabilitation and Employment
    , Special Adaptive Housing, Beneficiary Travel
  • Permanent Change of Station Travel,
    Modifications, Advances, and expenses
  • Agent Cashier Payments
  • Cancelled Checks
  • Automated processes
  • Two-way interfaces

69
70
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 5 Procure to Pay
  • Vendor Management
  • Establishment of VA centralized system of record
    for vendor data
  • Vendor data currently distributed across FMS and
    IFCAP
  • Interaction with Central Contractor Register
    (CCR)
  • Provide vendor data to other VA systems
  • Immediate focus is integration with SAM

70
71
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 6 Acquire to Retire
  • Focus on Accounting related to Asset Management
  • Fixed Asset Subsystem (Acquire) Process
  • Fixed Asset Subsystem (Disposition) Process
  • Budget Distribution Construction Process
  • Integration with Strategic Asset Management (SAM)
    system
  • Depreciation passed back to SAM
  • Deferred Maintenance
  • Material Weakness

71
72
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 7 Order to Cash
  • Focus on Accounts Receivable
  • Non-healthcare (receivables related to
    overpayments to veterans or employees)
  • Healthcare (Interim and Future State)
  • Payments Waivers, Compromises, and Write-Offs
  • Deposits
  • Reimbursements
  • Grants
  • Presently very manual
  • Debit Vouchers

72
73
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 8 Record to Report
  • Focus on General Ledger and Financial Reporting
  • General Ledger
  • Monthly and Fiscal Year Processes
  • Miscellaneous Journal Vouchers and Expenditure
    Transfers
  • G/L Corrections and Adjustments
  • Accruals
  • Suspense Fund
  • Financial Reporting
  • SF-224 reconciliation

73
74
ATTACHMENT J-4 (Contd) IFAS BUSINESS REQUIREMENTS
  • Section 8.9 Reports
  • List of current reports from FMS, CAPPS, IFCAP,
    and other miscellaneous financial reports
  • Need to capture data covered by reports but do
    not necessarily need to replicate each existing
    report

74
75
ATTACHMENT J-5 IFAS INTEGRATION REQUIREMENTS
  • Section 2 Current FMS Interfaces
  • FMS is a mainframe based application
  • Interfaces with approximately 70 systems, mainly
    using batch processing
  • Both nightly and monthly interfaces
  • DSS Activity Based Costing (ABC)

75
76
ATTACHMENT J-5 (Contd) IFAS INTEGRATION
REQUIREMENTS
  • Section 3 Current IFCAP Interfaces
  • IFCAP has approximately 30 interfaces
  • Three categories of interfaces
  • External - using Health Level (HL) 7
  • Centralized Reporting Interface (Non-HL7), and
  • Internal VistA interfaces
  • Prosthetics
  • Fee Basis
  • Accounts Receivable

76
77
ATTACHMENT J-5 (Contd) IFAS INTEGRATION
REQUIREMENTS
  • Section 4 FMS Replacement Pilot/Beta Interfaces
  • Implementing interfaces between IFAS and
    approximately 30 other systems
  • Replacing FMS to IFCAP interface with temporary
    interface between IFAS and IFCAP
  • Establishing IFAS to SAM integration for sharing
    vendor data
  • Establishing IFAS to Electronic Contract
    Management System (eCMS) integration

77
78
ATTACHMENT J-5 (Contd) IFAS INTEGRATION
REQUIREMENTS
  • Section 5 FMS Replacement National Deployment
    Interfaces
  • Finalizing all interfaces from FMS to IFAS
  • Section 6 IFCAP Replacement Interfaces
  • Implementing approximately 60 interfaces
  • Establishing interfaces between IFAS and
    remaining VistA applications
  • Completing the integration between IFAS and SAM

78
79
ATTACHMENT J-5 (Contd) IFAS INTEGRATION
REQUIREMENTS
  • Section 6 IFCAP Replacement Interfaces (Contd)
  • Types of data that will be exchanged between IFAS
    and SAM
  • Vendor Data
  • Purchase Requests
  • Fund Control Point Data (Accounting String)
  • Purchase Card Information
  • Internal Vouchers and Standard Vouchers
  • Item File Updates
  • Purchase Order Data includes obligation,
    receiving data, and modification
  • Users and Access Control Data
  • Fund Control Balance Queries
  • Fixed Assets

79
80
ATTACHMENT J-5 (Contd) IFAS INTEGRATION
REQUIREMENTS
  • Section 8 IFAS Integration Constraints
  • Multiple VistA applications to be integrated with
    IFAS from each of the VHA sites
  • Tightly integrated with IFCAP and may or may not
    exist at all sites.
  • Typically communicate using HL7 messages for
    MUMPS-based applications
  • IFAS financial software shall meet the
    integration requirements of external
    organizations, e.g., Treasury and IRS, without
    any customization or modification to the IFAS
    COTS software

80
81
ATTACHMENT J-6 IFAS HOSTING AND OM REQUIREMENTS
  • Describes requirements for hosting the IFAS
    application and the required infrastructure
  • Documents the requirements for managing the IFAS
    infrastructure and its operations
  • Documents service delivery objectives and
    requirements
  • Describes service delivery requirements

81
82
ATTACHMENT J-6 (Contd) IFAS HOSTING AND OM
REQUIREMENTS
  • Section 2 Infrastructure and Application
    Hosting
  • Hardware hosting requirements
  • Secured data center
  • Sufficient development, testing and production
    environments
  • Software hosting requirements
  • Responsible for procuring, managing and tracking
    software licenses
  • Connectivity and networking requirements

82
83
ATTACHMENT J-6 (Contd) IFAS HOSTING AND OM
REQUIREMENTS
  • Section 2 Infrastructure and Application
    Hosting (Contd)
  • Other hosting services
  • Scalability
  • User Provisioning (VA)
  • Monthly Status of operations
  • Standard Operating Procedures
  • Trained Staff

83
84
ATTACHMENT J-6 (Contd) IFAS HOSTING AND OM
REQUIREMENTS
  • Section 3 Infrastructure and Operations
    Management
  • Monitoring all hardware, software and networking
    components
  • Planning and managing for contingencies
  • Managing backups and restores
  • Maintaining continuity of operations

84
85
ATTACHMENT J-6 (Contd) IFAS HOSTING AND OM
REQUIREMENTS
  • Section 4 Service Delivery
  • Describes the requirements for managing and
    maintaining service levels
  • Service level objectives
  • Acceptable user experience
  • Service level metrics
  • Managing system capacity
  • Infrastructure capacity management
  • Workload and workforce management
  • Performance management

85
86
ATTACHMENT J-6 (Contd) IFAS HOSTING AND OM
REQUIREMENTS
  • Section 5 Service Support Management
  • Help desk support levels
  • Level 1 knowledge transfer
  • Service request infrastructure
  • Telephone and computing infrastructure
  • Properly trained service agents on IFAS
  • Web Service request

86
87
ATTACHMENT J-6 (Contd) IFAS HOSTING AND OM
REQUIREMENTS
  • Section 5 Service Support Management (Contd)
  • Incident management
  • Change and configuration management
  • Assumptions and Constraints
  • VA responsibilities
  • Disposal
  • VA Data

87
88
Attachment J-7 IFAS SOFTWARE FUNCITONAL
REQUIREMENTS
  • Based on the Office of Federal Financial
    Managements documents on Core Financial Systems
    Requirements (FFMSR) and the IFAS Business
    Requirement document No gap between the two
    documents
  • 649 FFMSR requirements
  • Any value added requirement listed is required
  • 264 VA requirements
  • Automated workflows and notifications
  • Orders will multiple delivery points or multiple
    payment sites
  • Robust Sf-224 reconciliation process
  • Identify and track projects construction, non
    recurring maintenance and IT
  • Automated monthly and annual close process

88
89
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 7.1 Places of Performance
  • VA Sites
  • Contractor Site
  • 7.3 Rights in Government Data
  • VA retains all rights and privileges
  • 7.4 Section 508 Requirements
  • 7.5 Proprietary Data
  • 7.6 Non-Personal Services
  • 7.7 Contractor Acquired Property

90
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 7.10 Security Requirements
  • General
  • VA standards for electronic and information
    security include LAN/Internet security,
    development systems security, firewalls that meet
    the minimum federal security standards VA
    Handbook 6500, NIST 800-53, FIPS 199, etc. The
    requirements in VA Handbook 6500 and appendices
    apply to all VA or contractor-operated services
    and information resources located and operated at
    contract facilities that support the VA mission
    requirements, or any third party utilizing VA
    information in order to perform a VA authorized
    activity.
  • Physical Security
  • All contractor employees working at non-VA
    facilities for the VA must comply with the
    security regulations in place at the site,
    including posted instructional signs. Physical
    security shall be implemented in accordance with
    NIST 800-53 and VA Handbook 6500 to include but
    not limited to Physical and Environmental
    Protection Controls PE-1 through PE-19.

91
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • Personnel Security
  • Background investigation (BI) requirements
    contractor BIs will be adjudicated by VA, per
    guidelines of VA Directive and Handbook 0710.
  • U.S. Citizenship is required if the
    data/information system being developed is
    considered higher than low risk non-sensitive
    data.
  • Contractors must complete the VA Cyber Security
    Awareness and Privacy training before access is
    granted to VA IT systems and resources.
    Certificates of successful completion must be
    given to the COTR to ensure access
  • The contractor shall afford VA, including the
    Office of Inspector General, access to the
    contractors and subcontractors facilities,
    installations, operations, documentation,
    databases, and personnel used in performance of
    the contract. Access shall be provided to the
    extent required to carry out a program of IT
    inspection, investigation, and audit to safeguard
    against threats and hazards to the integrity,
    availability, and confidentiality of VA data or
    to the function of computer systems operated on
    behalf of VA, and to preserve evidence of
    computer crime.

92
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • Network Security
  • VA information will not be co-mingled with any
    other data on the contractors/subcontractors
    information systems/media storage systems in
    order to ensure VA requirements related to data
    protection and media sanitization can be met. VA
    also reserves the right to conduct IT resource
    inspections to ensure data separation and on-site
    inspection of information destruction/media
    sanitization procedures to ensure they are in
    compliance with VA policy requirements.
  • VA data taken off-site must meet VA safeguard
    requirements and must have official VA approval.
    Contractor will store, transport or transmit VA
    sensitive information in an encrypted form, using
    VA-approved encryption application that meets the
    requirements of NISTs FIPS 140-2 standard.

93
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • Network Security (Contd)
  • The contractor shall be responsible for
    implementing sufficient IT security to reasonably
    prevent the compromise of VA IT resources for all
    of the contractor-owned systems that are operated
    by the contractor, or VA systems that are
    operated by the contractor.
  • The contractors firewall and Web services
    security controls, if applicable, shall meet or
    exceed VAs minimum requirements. VA directives
    are available on the VA directives website at
    http//www1.va.gov/vapubs .

94
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • Data Security and Privacy
  • Any information involved with this contract are
    classified as systems of records subject to the
    Privacy Act of 1974.
  • All remote access service computer users must
    provide proper justification of the need for
    access, and sign Rules of Behavior prior to
    remote access being granted in accordance with VA
    Handbook 6500, Information Security Program
    http//www1.va.gov/vapubs/viewPublication.asp?Pub_
    ID56FType2.
  • When non-VA owned IT equipment is no longer used
    to access or store VA sensitive information, all
    equipment hard disk drives and internal memory is
    to be sanitized in accordance with Appendix B of
    this Handbook. All other electronic storage media
    used to store, process, or access VA sensitive
    information must be sanitized in accordance with
    Appendix B of VA Handbook 6500.1 when the media
    are no longer used to access VA sensitive
    information being disposed of, or removed from VA
    control.

95
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • Certification and Accreditation (CA)- Must be
    completed before system is brought into
    production. Must be re-certified at least every
    3 years, unless a major change has occurred which
    would require earlier re-certification
  • CA Security Artifacts Requirement Checklist
  • System Security Plan (SSP)
  • Risk Assessment
  • Signatory Authority
  • Privacy Impact Assessment (PIA)
  • Contingency Plan
  • Incident Response Plan
  • Configuration Management Plan
  • Security Configuration Checklists

96
SECTION C (Contd) DESCRIPTIONS / SPECIFICATIONS
/ WORK STATEMENTS
  • 7.11 Government Furnished Property

97
SECTION D PACKAGING AND MARKING
  • Standard Commercial Packaging

98
Section E INSPECTION AND ACCEPTANCE
  • Inspection Clauses
  • Supplies and Services
  • Fixed Priced and Cost-Reimbursement
  • E.1 and E.2 COTR will be appointed to perform
    inspection/acceptance for each order
  • QARs will assist COTR
  • E.3 VAs SQAS and IVV contractor assisting
    inspection/acceptance

99
SECTION F DELIVERIES OR PERFORMANCE
  • F.1 Period of order placement 120 months
  • F.1 12 month period for completion of orders
  • F.2 Orders establish delivery schedule /
    performance period
  • F.3 Place of performance identified at order
    level

100
SECTION G CONTRACT ADMINISTRATION DATA
  • G.1 Funding at order level
  • G.2 Incremental funding
  • G.3 AND G.4 Contains billing instructions for
    different types of orders

101
SECTION H SPECIAL CONTRACT REQUIREMENTS
  • H.1 Contracting Officer for each order will have
    authority to modify order
  • H.2 Federal holidays may affect access
  • H.3 Release of Information
  • Contracting Officer approval required
  • Submit 30 days in advance
  • Flows down to subcontractors
  • H.4 Comply with VA site regulations be good
    guests

102
SECTION H (Contd) SPECIAL CONTRACT REQUIREMENTS
  • H.5 Organizational Conflict of Interest
  • Contractor and subcontractors restricted from
    performance of IVV and PMOS for FLITE at any
    level
  • FAR 9.505 restrictions
  • H.6 Associate Contractor Agreements
  • Cooperation with other contractors is required
  • Agreements must be submitted for review before
    execution
  • New associate contractors may be added
  • H.7 Program Manager Single Point of Contact
  • H.8 VA Support Contractors

103
SECTION H (Contd) SPECIAL CONTRACT REQUIREMENTS
  • H.9 Government Furnished Material, Property and
    Information will be identified in each order
  • H.10 Facility Support
  • VA will provide facility support with
    no-charge-for-use
  • VA facility support will be specified on each
    order
  • Proposals for orders must include facility
    support assumptions
  • H.11 Contractor Responsibilities
  • Adhere to the same professional and ethical
    standards of conduct required of Government
    personnel
  • Obtain all data and rights from subcontractors
    necessary to perform orders

104
SECTION H (Contd) SPECIAL CONTRACT REQUIREMENTS
  • H.12 Contractor Personnel
  • Personnel must be well qualified
  • Training must not be charged to the Government
    without prior written approval
  • Personnel must identify themselves as contractors
  • H.13 Ordering Procedures
  • Delivery orders and/or task orders
  • Order type may be FP, CPFF, or CPAF at the
    discretion of the Contracting Officer
  • SOO with contractor SOW/PWS or VA SOW/PWS
  • Certificate of Current Cost or Pricing Data
    required, if applicable
  • Orders will use Uniform Contract Format
  • All modifications will be issued in writing using
    a SF 30

105
SECTION H (Contd) SPECIAL CONTRACT REQUIREMENTS
  • H.14 Fixed Fee for CPFF Orders
  • Negotiated for each CPFF order
  • Fixed dollar amount only subject to adjustment
    based on additional work unforeseeable when order
    was placed
  • Unless otherwise stated, payment of fixed fee
    will be based upon the percentage of work
    complete, subject to required withholding
  • H.15 Award Fee for CPAF Orders
  • Established for each CPAF order
  • Performance monitored by Award Fee Review Board
  • Separate Award Fee Plans for each order
  • Award Fee Plans may be unilaterally modified by
    the Contracting Officer before start of
    evaluation period
  • Contractor may provide a self evaluation to
    assist AFRB in rating performance
  • Payment of award fee is determined be VAs
    judgmental evaluation of the contractors
    performance based on stated criteria

106
SECTION H (Contd) SPECIAL CONTRACT REQUIREMENTS
  • H.16 Contractor Travel
  • For Non-FP orders, travel is reimbursable iaw FAR
    31.205-46
  • Written concurrence of COTR or Contracting
    Officer required in advance
  • H.17 EVMS Applicable to CPFF and CPAF Orders
    Only
  • Must use an approved EVMS
  • Reports required by orders
  • Post-award IBR see orders
  • Subcontractors may be required to comply with
    EVMS requirements as identified on each order
  • H.18 Security Comply with Security Requirements
    found in Section J, Attachment 3 and Orders

107
SECTION H (Contd) SPECIAL CONTRACT REQUIREMENTS
  • H.19 Electronic Invoice Submission
  • Presently voluntary
  • Contractor responsible for 3rd-party fees
  • H.20 Indemnification
  • H.21 Due Diligence Checklist
  • Compliance certification required annually and/or
    upon request of Contracting Officer
  • Non-compliance will require Corrective Action
    Plan and could lead to termination

108
SECTION I CONTRACT CLAUSES
  • 52.219-9, Subcontracting plan required from Large
    Businesses
  • 52.227-14 with Alternate III, Rights in Data
    General
  • 52.227-19, Commercial Computer Software License

109
SECTION J LIST OF ATTACHMENTS
  • Attachment 10, Small Business Subcontracting Plan
  • Applicable to Large Business Concerns Only
  • Provided with proposal

110
SECTION K REPRESENTATIONS, CERTIFICATIONS, AND
OTHER STATEMENTS OF OFFERORS
  • ORCA plus these Section K representations required

111
IFAS Pre-Proposal Conference RFP
VA-798A-09-RP-0006
  • March 10-11, 2009

112
FLITE Sponsor Remarks
Ms. Rita Reed Acting Assistant Secretary for
Management
113
FLITE SPONSOR REMARKS
  • FLITE Program is one of the VA Secretarys
    highest transformation priorities
  • Transforming business activities of VA is of
    paramount importance
  • Highly visible program
  • Extensive internal and external oversight
    anticipated for duration of program lifecycle

114
FLITE SPONSOR REMARKS (Contd)
  • FLITE Program must ensure
  • Fiscal transparency and accountability
  • Elimination of long-standing financial management
    system functionality material weakness
  • Audit findings are addressed for improved
    controls and efficiencies

115
FLITE SPONSOR REMARKS (Contd)
  • Key success factors
  • Acceptance and use by our employees
  • Thorough training, communications, transition
    activities to support new system
  • Leadership participation at all levels
  • All employees who touch the new system should be
    fully trained according to their roles
  • Dedicated contractor partner that shares FLITE
    Program vision and objectives

116
FLITE SPONSOR REMARKS (Contd)
  • IFAS must deliver
  • Better access to data for decision making and
    reporting
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