Unified System Project

Transcription

1 DRAFT Unified System Prject Detailed Requirements Dcument v2.0 Mnday, July 6, 2009 This is the Department f Early Educatin and Care s Unified System Detailed Requirements Dcument. This dcument details the requirements fr the develpment f a web based cmputer system t supprt the wrk f EEC and its partners in educating and caring fr the Cmmnwealth s children and families.

2 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Manage Educatr Registry PRF-BP12-UC01: Find Educatrs in Registry PRF-BP12-UC02: Manage Educatr Registratin/Renewals PRF-BP12-UC03: Manage Educatr Registratin Status PRF-BP12-UC04: Review/Verify Educatr Registry Prfile Infrmatin PRF-BP12-UC05: Manage Educatr Reminders PRF-BP12-UC06: Manage Educatr Crrespndence PRF-BP12-UC07: Manage Educatr Registry Ntes PRF-BP12-UC08: Merge Educatrs Manage Emplyment Opprtunities PRF-BP13-UC01: Obtain Rights t Pst Emplyment Opprtunities PRF-BP13-UC02: Add/Edit Emplyment Opprtunity Manage Schlarship Opprtunities PRF-BP14-UC01: Obtain Rights t Pst Schlarship Opprtunity PRF-BP14-UC02: Add/Edit Schlarship Opprtunity Manage Develpment Opprtunities PRF-BP15-UC01: Obtain Rights t Pst Develpment Opprtunity PRF-BP15-UC02: Add/Edit Develpment Opprtunity PRF-BP15-UC03: Request Waiver f Sessin Participatin PRF-BP15-UC04: Manage Develpment Opprtunity Evaluatins (Aggregate) Administer Career Path Infrmatin PRF-BP16-UC01: Administer Career Path Infrmatin PRF-BP16-UC02: Administer Cmpetency Infrmatin Manage Prfessinal Develpment Administrative Reviews PRF-BP17-UC01: Manage Prfessinal Develpment Administrative Reviews Analyze/Reprt n Prfessinal Develpment Related Infrmatin PRF-BP18-UC01: Generate Prfessinal Develpment Related Reprts Administer Prfessinal Develpment PRF-BP19-UC01: Administer Prfessinal Develpment Purchase f Services (POS) Business Cmpnent Purchase f Services Overview Maintain Payment Accunts POS-BP01-UC01: Establish Apprpriatin Accunts POS-BP01-UC02: Establish Services and Funds Manage Requests fr Respnse POS-BP02-UC01: Manage Requests fr Respnse Manage Vendrs POS-BP03-UC01: Find Vendr POS-BP03-UC02: Add/Edit Vendr Manage Cntract Grups POS-BP04-UC01: Maintain Cntract Grups Manage Cntracts POS-BP05-UC01: Create New Cntract Table f Cntents Page 6

3 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02: Create Cntract Budget POS-BP05-UC03: Finalize Cntract POS-BP05-UC04: Manage Cntract Assignments POS-BP05-UC05: Manage Cntract Reminders POS-BP05-UC06: Manage Cntract Meetings and Crrespndence POS-BP05-UC07: Manage Cntract Ntes POS-BP05-UC08: Manage Subcntractrs fr Cntract Amend Cntracts POS-BP06-UC01: Amend Cntract POS-BP06-UC02: Amend Budget Line Infrmatin Redistributin POS-BP06-UC03: Finalize Cntract Amendment POS-BP06-UC04: Renew Cntract POS-BP06-UC05: Administer Cntract POS-BP06-UC06: Prcess Underutilized Cntracts POS-BP06-UC07: Prcess Universal Rate Change POS-BP06-UC08: Prcess One Time Stipend Pay Vendrs POS-BP07-UC01: Submit Payment Request POS-BP07-UC02: Apprve Payment Requests POS-BP07-UC03: Prcess MMARS Payment POS-BP07-UC04: Receive Returned Funds POS-BP07-UC05: Prcess Stp Payment POS-BP07-UC06: Recup Vendr Funds Mnitr Cmpliance and Assess Risk POS-BP08-UC01: Assess Vendr Risk POS-BP08-UC02: Reslve Fiscal Nncmpliance POS-BP08-UC03: Cnduct Fiscal Mnitring Visits/Reviews POS-BP08-UC04: Audit Recrds POS-BP08-UC05: Refer Fiscal Nncmpliance Exchange Infrmatin with MMARS POS-BP09-UC01: Exchange Infrmatin with MMARS Analyze/Reprt n Purchase f Services POS-BP10-UC01: Generate Purchase f Services Related Reprts Requirements Index Table f Cntents Page 7

4 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Purchase f Services (POS) Business Cmpnent Purchase f Services Overview The final business cmpnent in the Unified System is the Purchase f Services cmpnent, which includes extensive functinality t supprt the management f the numerus services that are paid fr by the Department f Early Educatin and Care. This includes early educatin and care services that are funded via a grant, cntract, r vucher based prcess. It als includes prgrams, such as Early Childhd Special Educatin grants, that are funded by anther agency but managed by EEC. The Purchase f Services Cmpnent includes cmprehensive functinality t supprt the purchase f services lifecycle frm the initial selectin f vendrs thrugh nging cntract creatin, amendment, and management prcesses. The Unified System will als include extensive functinality t help manage and track the expenditure f awarded funds including paying vendrs, mnitring cntract utilizatin, frecasting availability, and determining fiscal cmpliance. Fr vendrs prviding subsidized child care, the system will supprt a unified billing and payment prcess regardless f whether the financial assistance is the result f a vucher r subsidized cntract care. The Purchase f Services cmpnent will be clsely integrated with the ther cmpnents f the Unified System including Licensing, Mnitring, and Supprt fr the management f vendr prgrams and rganizatins) and Child/Family Access and Assistance (fr the management f children and families served by the prgrams including a universal attendance and billing prcess). Wrking with the Office f the Cmptrller, the Unified System will als facilitate the exchange f vendr, cntract, and payment infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). This interagency infrmatin exchange is intended t facilitate the timely and accurate management and payment f EEC cntracted vendrs and t imprve EEC s real-time tracking f apprpriated funds. The fllwing diagram summarizes the majr cmpnents f the Unified System. Figure POS-1: Primary Unified System Cmpnents Child/Family Access & Assistance Imprved eligibility, enrllment, and billing acrss all frms f subsidized care Better crdinatin between family needs and prgram availability Enhanced ability t track child and family/caregiver utcmes Licensing, Mnitring & Supprt Single repsitry f all prgrams including licensed, exempt, and unlicensed prgrams Hlistic views f activities acrss all interactins with EEC New prgram web-based self help tls Master registry f early educatin and care educatrs Richer ffering f nline prfessinal develpment, rientatin, and training pprtunities Imprved EEC certificatin prgram Prfessinal Develpment Imprved grants tracking and nline infrmatin Enhanced versight, audit, and fiscal cmpliance Imprved billing and payment prcesses Purchase f Services Replaces functinality f 10+ separate IT systems Supprts the exchange f infrmatin with ther state agencies and systems including DTA, DCF, ESE, MMARS and mre Purchase f Services Page 446

5 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Fr vendrs, the Purchase f Services cmpnent will include expanded nline functinality allwing vendrs, such as prgrams and intermediaries, t better cntrl their infrmatin and facilitate the timely payment f bills and reslutin f issues. Fr example, vendrs will be able t update cntact infrmatin, submit grant budget infrmatin, and request payment fr different types f services nline. Vendrs will als be able t uplad dcuments, including fiscal crrective actin plans, and respnd t infrmatin requests frm EEC. Fr EEC, the Purchase f Services cmpnent will prvide tls t help establish, manage, and mnitr cntracted resurces. The Unified System will include extensive functinality t help EEC manage and track the expenditure f funds, including reviewing payment requests, mnitring cntract utilizatin, frecasting usage and csts, tracking fiscal risk, and mnitring fiscal cmpliance. This enhanced fiscal tracking will help ensure that the available State and Federal funds are used t purchase quality services that are in accrdance with EEC pririties and maximize the benefits t the Cmmnwealth s children and families. The fllwing diagram summarizes the key Purchase f Services cmpnents t be included in the Unified System. Mre detailed infrmatin abut the envisined cmpnents immediately fllws. Figure POS-2: Key Purchase f Services Cmpnents Purchase f Services Page 447

6 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Accunts, Respnses, and Vendrs Overview The Unified System will prvide functinality fr managing the funds apprpriated t EEC fr financial assistance and ther early educatin and care services. EEC users will be able t establish accunts fr each legislative apprpriatin and track key infrmatin abut each accunt, including assciated budget, service/fund, and available balance infrmatin. The system will als supprt tracking infrmatin abut the varius requests fr respnses (RFR) issued by EEC, including infrmatin abut the vendrs wh respnded t and were awarded a cntract as a result f a RFR. The system will include a master repsitry f all peple and rganizatins serving as EEC vendrs and will electrnically exchange new and updated vendr infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). The fllwing diagram highlights sme f the key functins each actr will be able t perfrm pertaining t EEC payment accunts, requests fr respnses, and vendrs. See the detailed requirements fr mre cmprehensive infrmatin. Figure POS-3: Highlighted Accunts, Respnses, and Vendrs Functins by Actr Purchase f Services Page 448

7 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Cntract Grups, Cntracts, and Amendment Overview The Unified System will include extensive functinality t manage the numerus cntracts between EEC and early educatin and care prgrams, public schls, CCR&Rs, CPCs, and thers, including cntracts awarded via a grant prcess. Authrized EEC users will be able t set-up different grups f related cntracts, such as incme eligible child care cntracts, early childhd special educatin cntracts, Universal Pre-Kindergarten assessment planning cntracts, CPC prfessinal develpment cntracts, and mre. Users will be able t establish the structure and rules that will apply t cntracts in the cntract grup, including infrmatin abut the applicable cntract terms and cnditins, duratin, and price- r cst-based budget infrmatin. Once a specific vendr has been awarded a cntract, users will be able t draft and finalize cntracts with selected vendrs based n the business rules set frth fr the applicable cntract grup. Users will be able t maintain checklists f the items that must be cmpleted befre a cntract is finalized and can crdinate with vendrs regarding the cmpletin f the varius items. The system will als facilitate the prcess f changing r amending ne r mre cntracts. Amendments may be initiated by EEC r by a vendr and may r may nt affect the verall vendr cmpensatin. Cntract infrmatin maintained in the Unified System will be shared with MMARS. The fllwing diagram highlights sme f the key functins each actr will be able t perfrm pertaining t cntract grups, cntracts, and amendments. See the detailed requirements fr mre cmprehensive infrmatin. Figure POS-4: Highlighted Cntract Grup, Cntracts, and Amendment Functins by Actr Cntract Grups, Cntracts, and Amendments v Educatrs Prgrams Families and Public N/A Uplad cntract related dcuments Maintain subcntractr infrmatin Respnd t infrmatin requests Fllw-up n actin items Submit request t amend grant budget lines Cmmunicate with EEC N/A Unified System Prvider Functins See prgrams Create new grup f cntracts (e.g., incme eligible, UPK classrm quality, MFN, supprtive child care, etc.) Establish rules fr cntract grup Create new cntract Establish budget fr cntract (price-based r cst-based) Uplad cntract dcuments Request inf frm vendrs Track prgress twards checklist Track fllw-up activities Prcess amendment requests Amend cntracts Share cntract inf Share amendment inf Encumber funds Intermediaries EEC Staff Other Agencies Purchase f Services Page 449

8 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Payment Overview Vendrs will be able t submit requests fr payment nline t EEC. The type, frmat, and frequency f the payment request will vary based n the nature f the cntract established and services being prvided. Authrized EEC users will be able t review and apprve vendr payment requests and crdinate with vendrs regarding any billing discrepancies. The system will als facilitate the management f payment exceptin prcesses including returning funds fr verpayments and stpping payments fr vendrs in vilatin f fiscal rules. The Unified System will als supprt the recupment prcess. An autmated exchange will ensure that payment infrmatin in the Unified System is reflected in the Massachusetts Management Accunting and Reprting System (MMARS) and that likewise MMARS payment infrmatin is reflected in the Unified System. The fllwing diagram highlights sme f the key functins each actr will be able t perfrm pertaining t payments. See the detailed requirements fr mre cmprehensive infrmatin. Figure POS-5: Highlighted Payment Functins by Actr Purchase f Services Page 450

9 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Cmpliance and Risk Overview The Unified System will include tls t help EEC assess and manage the fiscal risk t the Department. This includes key fiscal mnitring and audit related prcesses including cllecting dcuments, scheduling visits and reviews, and crrespnding with vendrs regarding fiscal matters. The system will als include functinality t supprt the identificatin and reslutin f fiscal nn-cmpliances including, where necessary, crdinating with and referring matters t ther agencies. The fllwing diagram highlights sme f the key functins each actr will be able t perfrm pertaining t fiscal cmpliance and risk. See the detailed requirements fr mre cmprehensive infrmatin. Figure POS-6: Highlighted Cmpliance and Risk Functinality by Actr Purchase f Services Page 451

10 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Research and Reprting Overview In accrdance with applicable State and Federal regulatins and plicies, infrmatin in the Unified System will be able t be used as the basis f cmprehensive purchased services related research and reprting. The Unified System will supprt a variety f mechanisms fr analysis and reprting f bth aggregate (nn-identifying) and detailed (identifying) infrmatin abut ne r mre purchased services including: Online Queries/Reprts: The Unified System will include a variety f standard r pre-canned reprts and queries pertaining t purchased services. Authrized users will als be able t dynamically build ad-hc queries using a predefined set f purchased service related criteria. Data Warehuse Reprts: The Unified System will be integrated with a rbust data warehuse fr additinal purchased service reprting and analysis. Data Dwnlad Capabilities: Authrized users will be able t requests extracts f Unified System data, including apprved purchased service related infrmatin, fr further review and analysis utside f the Unified System. See the detailed requirements r mre cmprehensive infrmatin. Purchase f Services Business Prcesses There are ten majr business prcesses within the Purchase f Services cmpnent including the fllwing. Mre detailed infrmatin abut each business prcess fllws including a series f key system interactins r steps (called use cases) and detailed requirements. POS-BP01: Maintain Payment Accunts POS-BP02: Manage Requests fr Respnse POS-BP03: Manage Vendrs POS-BP04: Manage Cntract Grups POS-BP05: Manage Cntracts POS-BP06: Amend Cntracts POS-BP07: Pay Vendrs POS-BP08: Mnitr Cmpliance and Assess Risk POS-BP09: Exchange Infrmatin with MMARS POS-BP10: Analyze/Reprt n Purchase f Services Purchase f Services Page 452

11 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Purchase f Services Business Prcesses Maintain Payment Accunts The Maintain Payment Accunts business prcess describes the Unified System functins fr managing funds apprpriate t the Department f Early Educatin and Care fr child care financial assistance and ther supprts. These prcesses cver apprpriatins fr subsidized child care (vuchers and cntracts), flexible funding pls, grants, schlarships, and ther funds managed by the Unified System. Authrized EEC users will be able t establish apprpriatin accunts within the Unified System fr each Legislative apprpriatin. Within each apprpriatin accunt, EEC will be able t create services r funds fr which elements f the Legislative apprpriatin can be tracked. Each service and fund will include the infrmatin necessary t supprt the electrnic exchange f encumbrance, payment, depsit, and ther infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). EEC users will be able t establish and maintain budgets fr each apprpriatin accunt and each cnstituent service r fund. Managers will be able t view summary infrmatin abut the budgets and accunt balances f all Unified System apprpriatin accunts and funds/services. Cntracts maintained within the Unified System will be assigned t ne r mre services/funds, and the Unified System will help track where each service/fund stands in terms f current usage and help frecast future expenses fr each service/fund. Purchase f Services Page 453

12 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP01-UC01: Establish Apprpriatin Accunts Authrized EEC users will be able t create and manage Legislatively-authrized apprpriatin accunts within the Unified System. Each apprpriatin accunt will have ne r mre services r funds, fr which payments frm the apprpriatin accunt can be categrized and tracked. Users will be able t track apprpriatin accunts based n fiscal year and will be able t view aggregate infrmatin abut where the accunt stands in terms f budget, expenditures, and current balance. Fllwing is a summary f the key functins prvided in the Establish Apprpriatin Accunts use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Establish Apprpriatin Accunt View Apprpriatin Accunt List Add/Edit Apprpriatin Accunt Specify Apprpriatin Accunt Effective Dates and Fiscal Years Specify Apprpriatin Accunt Activity Status Specify Apprpriatin Accunt Budget View Apprpriatin Accunt Balances Adjust Apprpriatin Accunt Balances View Apprpriatin Accunt Service/Fund Balances Assign Assciated Service/Fund Budgets Requirement N: Descriptin POS-BP01-UC01-01: View Apprpriatin Accunt List The system must allw an authrized user t view a list f apprpriatin accunts available fr EEC financial assistance and ther supprts. The user must be able t filter the list by: Apprpriatin Accunt Name Apprpriatin Accunt Activity Status Accunt Number(s) Fiscal Years r Effective Dates POS-BP01-UC01-02: Add/Edit Apprpriatin Accunt The system must allw an authrized user t add new apprpriatin accunts and t edit existing apprpriatin accunts. A user must be able t recrd the fllwing infrmatin abut each apprpriatin accunt: Apprpriatin Accunt Name (e.g., Access Management, Supprtive Child Care, etc.) Apprpriatin Accunt Descriptin Apprpriatin Line Infrmatin Apprpriatin Type (e.g., 1CN Direct Apprpriatin/nn subsidized) Interdepartmental Service Agreement (ISA) Infrmatin Accunt Infrmatin (e.g., Access Management is accunt ) Purchase f Services Page 454

13 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP01-UC01-03: Specify Apprpriatin Accunt Effective Dates and Fiscal Years The system must allw a user t specify the fiscal year(s) fr an apprpriatin accunt and/r the effective dates fr which the accunt is active. Fr example, a user must be able t establish an apprpriatin accunt fr Lw Incme Child Care that will be effective frm July 1, 2009 thrugh June 30, POS-BP01-UC01-04: Specify Apprpriatin Accunt Activity Status The system must allw an authrized user t change the status f an apprpriatin accunt as f an effective date. Fr instance, a user must be able t specify that an apprpriatin accunt will be clsed as f the start f the cming mnth. The system must enfrce business rules t assure that cntracts and expenses are nt applied against clsed (r therwise nn-active) apprpriatin accunts. POS-BP01-UC01-05: Specify Apprpriatin Accunt Budget The system must allw an authrized user maintain infrmatin abut the budget f the apprpriatin accunt. A user must able t specify: Apprpriatin Budget Amunt Infrmatin Apprpriatin Encumbrance Infrmatin POS-BP01-UC01-06 View Apprpriatin Accunt Balances The system must calculate the available balance f an apprpriatin accunt based n budget, adjustment, and expenditure infrmatin maintained with the Unified System. A user must be able t view a summary list f all apprpriatins accunts including the fllwing infrmatin: Apprpriatin Accunt Number Apprpriatin Accunt Name Apprpriatin Accunt Original Budget Apprpriatin Accunt Current Budget Apprpriatin Accunt Adjustments Apprpriatin Accunt Encumbrances Apprpriatin Accunt Expenditures Apprpriatin Accunt Balance A user must be able t view accunt balances frm previus fiscal years. POS-BP01-UC01-07: Adjust Apprpriatin Accunt Balances The system must allw an authrized user t adjust apprpriatin accunt balances fr expenditures r accunt activity utside f the Unified System. The user must be able t specify the fllwing abut each adjustment: Adjustment Date Infrmatin Adjustment Type Infrmatin (e.g., transfer between accunts, change in budget, credit, debit, etc.) Adjustment Descriptin Adjustment Amunt Purchase f Services Page 455

14 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP01-UC01-08: View Apprpriatin Accunt Service/Fund Balances The system must allw an authrized user t view the detail f an apprpriatin accunt brken dwn by balances f each f its cnstituent service r fund. Fr each service r fund, a user must be able t view the fllwing infrmatin: Service/Fund Name Service/Fund Cde Service/Fund Original Budget Service/Fund Current Budget Service/Fund Adjustments Service/Fund Expenditures Service/Fund Balance POS-BP01-UC01-09: Assign Assciated Service/Fund Budgets The system must allw an authrized user t manage and assign the verall budgets fr each service/fund within an apprpriatin accunt. The system must aid in the distributin f the verall apprpriatin accunt budget t the cnstituent services/funds within that accunt. A user must als be able t indicate that individual service/fund des nt have a specific budget. Purchase f Services Page 456

15 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP01-UC02: Establish Services and Funds Fr each apprpriatin accunt, EEC users will be able t create multiple services r funds fr which expenditures frm the apprpriatin accunt can be tracked and reprted. Services and funds will cver the service cdes currently used fr vucher payments, fund cdes used fr grants reprting, and categries used fr supprtive cntracts. Each service/fund will include the infrmatin needed t pst financial transactins t the crrespnding MMARS accunts. Users will be able t view the budget, expenditures, and balance f each service/fund and will be able t reprt usage and balances acrss different aggregatins f services/funds by funding stream r ther service/fund categries. Fllwing is a summary f the key functins prvided in the Establish Services and Funds case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Establish Services and Funds View Services/Funds Add/Edit Service/Fund Specify Service/Fund MMARS Infrmatin Specify Service/Fund Flex Pl Infrmatin Maintain Service/Fund Grups Assign Service/Fund Grups Specify Service/Fund Effective Dates and Fiscal Years Specify Service/Fund Activity Status Specify Service/Fund Budget View Service/Fund Balances Adjust Service/Fund Balances Manage Service/Fund and Apprpriatin Accunt Budgets View Service/Fund Metrics Frecast Service/Fund Expenditures Purchase f Services Page 457

16 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP01-UC02-01: View Services/Funds The system must allw an authrized user t view a list f the services/funds available fr EEC financial assistance and ther supprts. The user must be able t filter the list by: Service/Fund Name (e.g., UPK Classrm Quality, DTA Structured Wrk, etc.) Service/Fund Cde (e.g., 511 fr UPK Classrm Quality grant, 1E fr DTA Structured Wrk vuchers, etc. Service/Fund Descriptin Service/Fund Apprpriatin Accunt Service/Fund Funding Stream (e.g., grant, vucher, supprtive slts, infrmal, etc.) Service/Fund Grups (e.g., DTA related, DCF related, incme eligible related, etc.) Service/Fund Activity Status POS-BP01-UC02-02: Add/Edit Service/Fund The system must allw an authrized user t add new services/funds and t edit existing services and funds. A user must be able t recrd the fllwing infrmatin abut each service/fund: Service/Fund Name (e.g., UPK Classrm Quality, DTA Structured Wrk, etc.) Service/Fund Cde (e.g., 511 fr UPK Classrm Quality grant, 1E fr DTA Structured Wrk vuchers, etc. Service/Fund Descriptin Service/Fund Apprpriatin Accunt Infrmatin Service/Fund Funding Stream Infrmatin (e.g., grant, vucher, supprtive slts, infrmal, etc.) POS-BP01-UC02-03: Specify Service/Fund MMARS Infrmatin The system must allw an authrized user t specify the infrmatin needed t supprt the exchange f infrmatin fr transactins against each service and fund with the Massachusetts Management Accunting and Reprting System (MMARS). A user must be able t maintain the fllwing infrmatin abut each service/fund: Service/Fund MMARS Accunting Line Infrmatin Service/Fund MMARS Unit and Object Cde Infrmatin Service/Fund Other MMARS Infrmatin POS-BP01-UC02-04: Specify Service/Fund Flexible Funding Pl Infrmatin The system must allw an authrized user t indicate that a service/fund is a flexible funding pl service/fund. The system must allw an authrized user t recrd infrmatin abut the flexible pl and the system must cntrl expenditures against the flexible pl as specified by EEC business rules. Currently, flex pls exist within the Access Management, Supprtive Child Care, and Lw Incme Child Care apprpriatin accunts.. Purchase f Services Page 458

17 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP01-UC02-05: Maintain Service/Fund Grups The system must allw an authrized user t create and maintain grupings fr services and funds managed within the Unified System. Fr instance, a user must be able t create a "DTA Related" grup that can be assigned t all services/funds assciated with the Department f Transitinal Assistance. POS-BP01-UC02-06: Assign Service/Fund Grups The system must allw an authrized user t assign multiple service/fund grups t each service/fund. Fr instance, a user may grup the 1A Educatin and Training, 1B Supprted Wrk, and 1C Jb Develpment/Placement services under the "DTA Related" service/fund grup. Users must be able t find and view infrmatin nline abut services/funds by using the assciated service/fund grups. POS-BP01-UC02-07: Specify Service/Fund Effective Dates and Fiscal Years The system must allw a user t specify the fiscal year(s) fr a service fund and/r the effective dates fr which the service/fund is active. Fr example, a user must be able t establish a service fr Hmeless in ESP Activity that will be effective frm July 1, 2009 thrugh June 30, POS-BP01-UC02-08: Specify Service/Fund Activity Status The system must allw an authrized user t change the status f a service/fund as f an effective date. Fr instance, a user must be able t specify that a service/fund will be retired as f the start f the cming mnth. The system must enfrce business rules t assure that cntracts and expenses are nt applied against retired (r therwise nn-active) services/funds. POS-BP01-UC02-09: Specify Service/Fund Budget The system must allw an authrized user maintain infrmatin abut the budget f each service/fund. A user must able t specify: Service/Fund Budget Amunt Infrmatin Service/Fund Encumbrance Infrmatin A user must als be able t specify that a budget is nt tracked in the Unified System fr an individual service/fund. POS-BP01-UC02-10: View Service/Fund Balances The system must calculate the available balance f a service/fund based n budget, adjustment, and expenditure infrmatin maintained with the Unified System. A user must be able t view a summary list f all services/funds accunts including the fllwing infrmatin: Service/Fund Infrmatin (e.g., name, cde, etc.) Service/Fund Original Budget Service/Fund Current Budget Service/Fund Adjustments Service/Fund Encumbrances Service/Fund Expenditures Service/Fund Balance A user must be able t view balances frm previus fiscal years. Purchase f Services Page 459

18 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP01-UC02-11: Adjust Service/Fund Balances The system must allw an authrized user t adjust service/fund balances fr expenditures r accunt activity utside f the Unified System. The user must be able t specify the fllwing abut each adjustment: Adjustment Date Infrmatin Adjustment Type Infrmatin (e.g., transfer between accunts, change in budget, credit, debit, etc.) Adjustment Descriptin Adjustment Amunt POS-BP01-UC02-12: Manage Service/Fund and Apprpriatin Accunt Budgets The system must allw facilitate the crdinatin f apprpriatin accunt budgets with the budgets fr each service/fund within that apprpriatin accunt. Fr instance, if the verall budget fr an apprpriatin accunt is change, the system must prmpt the user t make the crrespnding changes in the service/fund budgets. Similarly, if a service/fund verall budget is changed, the system must facilitate the user in making any needed changes t the apprpriatin accunt budget r t the budgets f ther services/funds within that apprpriatin accunt. POS-BP01-UC02-13: View Service/Fund Metrics The system must aggregate and allw an authrized user t view key metrics fr the cntracts and transactins recrded against the service/fund in the Unified System. A user must be able t view the fllwing aggregate infrmatin abut each service/fund, where apprpriate: Number f Active Cntracts Number f Families Served (current and FY t date) Number f Children Served (current and FY t date) POS-BP01-UC02-14: Frecast Service/Fund Expenditures The system must be able t calculate based n infrmatin maintained in the Unified System future expenses and utilizatin f the service/fund. A user must be able t view the fllwing abut each service/fund, where apprpriate: Ttal Estimated Expenditures fr Current Cntracts (e.g., calculate hw much existing vuchers will cst if used fr full authrized duratin) Ttal Estimated Children Served fr FY (e.g., calculate based n available budget hw many children can be served) Purchase f Services Page 460

19 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Manage Requests fr Respnse The Manage Requests fr Respnse business prcess cvers the functins within the Unified System that will help ntify prgrams f the availability f new EEC-issued requests fr respnse (RFR), and will help prgrams find infrmatin and nline applicatins fr the RFRs. Users will be able t set reminders fr cmpleting RFR tasks and will be able t track the verall status f nline RFR submissins. The develpment f each individual RFR nline applicatin will be cmpleted utside the scpe f this Unified System prcurement. POS-BP02-UC01: Manage Requests fr Respnse Fllwing is a summary f the key functins prvided in the Manage Requests fr Respnse use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Manage Requests fr Respnse Ntify Ptential Applicants f RFR Psting Link t RFR Online Applicatin Set Reminders fr RFR Respnses View RFR Submissin Status Requirement N: Descriptin POS-BP02-UC01-01: Ntify Ptential Applicants f RFR Psting The system must allw a user t ntify ptential applicants f new EEC managed requests fr respnse (RFR). The system must allw a user t target ntificatins t ptential applicants by: Vendrs with current cntracts (fr cntract renewals) Prgrams prviding different types f services (e.g., have vucher agreement, have supprtive cntract, etc.) Lead agency status User specified list f prgrams Users must als be able t ntify all Unified System users/prgrams f the psting r planned psting f a new RFR. POS-BP02-UC01-02: Link t RFR Online Applicatin The system must be able t maintain links within the Unified System directing interested prgrams t nline RFR applicatins and instructins n the EEC web site r elsewhere. Purchase f Services Page 461

20 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP02-UC01-03: Set Reminders fr RFR Respnses The system must allw a user t set reminders fr due dates and ther events assciated with new r n-ging requests fr respnse. The system must allw a prgram t set reminders fr itself regarding an RFR, and the system must allw ther users (e.g., EEC users) t set reminders fr ptential applicants fr an RFR. POS-BP02-UC01-04: View RFR Submissin Status The system must maintain and shw a list f all current and previus RFRs fr which the prgram has respnded. A user must be able t track the status (e.g., due n date, submitted n date, awarded n date, etc.) f each RFR submissin. Purchase f Services Page 462

21 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Manage Vendrs The Unified System will facilitate the prcess f managing cntracted vendrs, including peple and rganizatins prviding paid services t the Department f Early Educatin and Care. This includes vendrs, such as schl districts, licensed child care prgrams, and institutins f higher learning, wh have been awarded a cntract as part f a grant prcess. Authrized users will be able t find and manage all EEC vendrs. They will be able t create new vendrs and update a wide variety f infrmatin, such as cntact, wnership, and electrnic funds transfer infrmatin, fr existing vendrs. The Unified System will als facilitate the electrnic exchange f new and updated vendr infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). Purchase f Services Page 463

22 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC01: Find Vendr Users will be able t find and view infrmatin abut vendrs prviding paid services t EEC including vendr persns (e.g., family child care prviders) and rganizatins (e.g., grup child care centers, schl districts, CCRRs, etc.). Authrized users f the Unified System will be able t search fr vendrs by a wide variety f infrmatin pertaining t the vendr itself as well as infrmatin abut the cntracts and licenses assciated with the vendr. Users will als be able t track cmmnly accessed vendrs fr quick access in the Unified System. Fllwing is a summary f the key functins prvided in the Find Vendr use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Find Vendr Find Vendr Track User Interest in Vendr View User Vendr List Requirement N: Descriptin POS-BP03-UC01-01: Find Vendr The system must allw an authrized user t find and view EEC vendrs. Users must be able t find all types f vendrs knwn t EEC including prgrams, umbrella rganizatins, schl districts, institutins f higher learning, family child care systems, child care resurce and referral agencies, cmmunity partnerships fr children, and mre. Users must be able t find vendrs based n the fllwing infrmatin: Vendr Identifier Infrmatin (e.g., vendr custmer number, tax identificatin number, etc.) Vendr Name Infrmatin Vendr Cntact Infrmatin (e.g., address, phne number, etc.) Vendr Cntact Persn Infrmatin Vendr Service Area Infrmatin Vendr Cntract Infrmatin Vendr Prgram/License Infrmatin See Add/Edit Vendr fr additinal infrmatin. POS-BP03-UC01-02: Track User Interest in Vendr The system must allw an authrized user t flag ne r mre existing vendrs fr tracking and quick access. A user must be able t specify reasns and cmments pertaining t the tracked vendr(s) and must be able t stp tracking a previusly tracked vendr. Purchase f Services Page 464

23 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC01-03: View User Vendr List The system must allw an authrized user t view a list f vendrs assciated with that user including: Vendrs Tracked by User Vendrs Assigned t User (e.g., cntract manager assigned) See Find Prgrams and Find Umbrella Organizatin fr additinal infrmatin. Purchase f Services Page 465

24 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC02: Add/Edit Vendr The Unified System will allw an authrized user t create and maintain infrmatin abut vendrs wh are prviding services t EEC. The system will supprt different types f vendrs including vendr rganizatins, such as child care centers, schl districts, and lead agencies, as well as vendr peple, such as single family child care prviders. A wide variety f infrmatin, including name, identifiers, addresses, and mre, can be recrded fr each EEC vendr. Vendr recrds created r updated in the Unified System will subsequently be shared with the Massachusetts Management Accunting and Reprting System (MMARS) via an autmated data exchange. Fllwing is a summary f the key functins prvided in the Add/Edit Vendr use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Add/Edit Vendr Add/Edit Vendr Infrmatin Name Infrmatin Identifier Infrmatin Cntact Infrmatin Cntact Persn Infrmatin Affirmative Market Infrmatin Service Area Infrmatin Organizatin Type Infrmatin State Incrprated Infrmatin Cnfirm Whether Vendr Knwn t EEC Create New Vendr Link Vendr Infrmatin with Existing Prgram View Licensing Infrmatin fr Vendr Maintain Vendr Electrnic Fund Transfer Infrmatin Maintain Vendr Checklist View and Update Vendr Checklist Status Attach Electrnic Dcuments t Vendr Request Additinal Infrmatin frm Vendr Exchange Vendr Infrmatin with MMARS Print/Save Vendr Prfile Purchase f Services Page 466

25 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP03-UC02-01: Add/Edit Vendr Infrmatin The system must allw a user t capture a wide variety f infrmatin abut vendrs, including peple and rganizatins, prviding services t the Department f Early Educatin and Care including: Vendr Name Infrmatin (e.g., legal name, MMARS name, ding business as name, etc.) Vendrs Identifiers (e.g., TID/FEIN, MMARS Vendr Custmer Number, etc.) Vendr Cntact Infrmatin (e.g., addresses, phne numbers, etc.) Vendr Cntact Persn Infrmatin Affirmative Market Infrmatin Vendr Service Area (Catchment) Infrmatin Organizatin Type Infrmatin (e.g., schl district, state agency, prvider agency, etc.) State Incrprated Infrmatin Status Infrmatin (e.g., active/inactive) POS-BP03-UC02-02: Add/Edit Vendr Name Infrmatin The system must allw an authrized user t maintain ne r mre knwn names fr a vendr rganizatin r persn. A user must be able t specify key infrmatin abut each vendr name including: Name Type (e.g., legal name, ding business as, ther prgram names, etc.) Name Infrmatin Name Date Infrmatin (e.g., start date, end date, etc.) Name Status Infrmatin (e.g., active) A user must be able t specify which name shuld be the primary prgram fr displaying in the Unified System. See Manage Prgrams and Manage Umbrella Organizatins fr additinal infrmatin. POS-BP03-UC02-03: Add/Edit Vendr Identifier Infrmatin The system must be able t track a wide variety f identifying infrmatin fr a persn r rganizatin serving as a vendr including: Tax Identifiers (e.g., Emplyer Identificatin Number, Scial Security Number, etc.) MMARS Vendr Custmer Number (i.e., VC Cde) See Add/Edit Prgram Infrmatin fr additinal infrmatin. Purchase f Services Page 467

26 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC02-04: Add/Edit Vendr Cntact Infrmatin The system must allw an authrized user t capture a variety f cntact infrmatin fr each vendr including: Addresses (e.g., legal, payment, mailing, etc.) Phne/Fax Number Infrmatin Address Infrmatin Web Site Infrmatin See Add/Edit Prgram Infrmatin fr additinal infrmatin. POS-BP03-UC02-05: Add/Edit Vendr Cntact Persn Infrmatin The system must allw an authrized user t capture infrmatin abut the cntact persns fr a vendr. A vendr can have multiple different cntact persns at any ne time. The system must maintain a histry f infrmatin abut vendr cntacts including: Cntact Type Infrmatin (e.g., billing cntact, executive directr, IT cntact, cntract manager, etc.) Cntact Persn Infrmatin (E.g., title, name, , phne, address, etc.) Effective Date Infrmatin (e.g., start date, end date, etc.) Authrized Signatry Infrmatin Cmments A user must be able t assign multiple rles r cntact types fr the same individual (e.g., persn X is legal cntact, cntract manager, and BRC cntact). See Manage Cntracts and Manage Prgrams fr additinal infrmatin cntract and prgram specific cntacts. POS-BP03-UC02-06: Specify Vendr Affirmative Market Infrmatin The system must allw an authrized user t capture infrmatin abut a vendr s affirmative market prgram qualificatins including infrmatin abut whether the business is wned and perated by minrities, wmen, and/r disadvantaged persns. A user must be able t capture key infrmatin including abut a vendr s affirmative market status including: Affirmative Market Certificatins Infrmatin (e.g., certificatin type, date, status, etc.) including: State Office f Minrity and Wmen Business Assistance (SOMWBA) Certificatin Infrmatin (e.g., Wmen Business Enterprise (WBE), Minrity Business Enterprise (MBE), Wmen/Nn-Prfit Organizatin (W/NPO), etc.) Disadvantaged Business Enterprise (DBE) Certificatin Infrmatin Other Minrity r Wmen Certificatins Infrmatin See Add/Edit Prgram Ownership/Management Infrmatin fr additinal infrmatin. Purchase f Services Page 468

27 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC02-07: Specify Vendr Service Area Infrmatin The system must allw an authrized user t capture infrmatin abut the different cmmunities and/r catchment areas served by a vendr including: Regin/Area Infrmatin City/Twn Infrmatin Zip Cde Infrmatin POS-BP03-UC02-08: Specify Vendr Organizatin Type Infrmatin Fr vendrs that are rganizatins, the system must be able t capture infrmatin abut the type(s) f rganizatin such as state agency, crpratin, schl district, etc. POS-BP03-UC02-09: Specify Vendr State Incrprated Infrmatin Fr vendrs are crprate rganizatins, users must be able t capture the state in which the vendr was incrprated (e.g., Massachusetts). POS-BP03-UC02-10: Cnfirm Whether Vendr Knwn t EEC The system must help prevent the entry f duplicate peple and rganizatins including thse serving as vendrs. The system must determine whether a vendr is knwn t the system using a defined set f criteria (e.g., name infrmatin, identifier infrmatin, addresses infrmatin, etc.). POS-BP03-UC02-11: Create New Vendr If the vendr is nt already knwn t EEC, the system must allw the user t create a new vendr persn r rganizatin. POS-BP03-UC02-12: Link Vendr Infrmatin with Existing Prgram If the vendr is already knwn t EEC in anther capacity (e.g., licensed prgram, unlicensed prgram, etc.), the system must allw a user t select and assciate the vendr details with apprpriate persns r rganizatins. Fr example, a user must be able t assciate the vendr infrmatin with the applicable licensed prgrams and/r umbrella rganizatins. POS-BP03-UC02-13: View Licensing Infrmatin fr Vendr If a vendr is (r has been) a licensed EEC prgram, the system must allw a user t view key infrmatin abut the vendr s licensing histry including: Umbrella Organizatin Infrmatin (e.g., ttal capacity by age acrss prgrams, etc.) Prgram Infrmatin (e.g., name, type, etc.) License Infrmatin (e.g., status, capacity, age grups, dates, etc.) Purchase f Services Page 469

28 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC02-14: Maintain Vendr Electrnic Funds Transfer Infrmatin In accrdance with Cmmnwealth and EEC plicy, the system must allw an authrized user t specify infrmatin abut whether the vendr will receive direct depsit f payments electrnically via the Cmmnwealth s electrnic funds transfer (EFT) prcess. Electrnic Funds Transfer is the expected payment methd fr all vendrs. A user must be able t capture key EFT related infrmatin including: Financial Institutin Name Infrmatin Transit Number Infrmatin Accunt Number Infrmatin Accunt Type Infrmatin (e.g., checking, saving, etc.) EFT Effective Date Infrmatin Cmments See fr additinal infrmatin. POS-BP03-UC02-15: Maintain Vendr Checklist The system must default a vendr checklist f required items r activities (e.g., W-9 frm) fr a vendr. This system must include a default checklist fr vendr which may vary based n type f vendr (e.g., public schl, lead agency, etc.). A user must be able t add and edit additinal items n the vendr checklist fr a specific vendr. POS-BP03-UC02-16: View and Update Vendr Checklist Status The system must shw the prgress f a vendr against the vendr checklist. The status f each checklist item may be updated based n related system activity (e.g., send vendr infrmatin t MMARS). An authrized user may als update the status f each checklist item. POS-BP03-UC02-17: Attach Electrnic Dcuments t Vendr The system must allw an authrized user t attach ne r mre electrnic dcuments t a vendr s recrd. Fr example, the system must allw a user t uplad and assciate an IRS Certificatin frm with a vendr. Mre infrmatin n electrnic dcuments will be available in the technical requirements. POS-BP03-UC02-18: Request Additinal Infrmatin frm Vendr The system must allw an authrized user t request additinal infrmatin frm the vendr depending n what infrmatin is missing r incmplete frm the vendr checklist r ther infrmatin need as part f the vendr creatin/update prcess. See Manage Prgrams fr additinal infrmatin. POS-BP03-UC02-19: Exchange Vendr Infrmatin with MMARS The system must electrnically exchange vendr related infrmatin with MMARS. Fr example, when a new vendr is created in the Unified System, the must send that vendr s infrmatin t MMARS and receive and save the vendr custmer number frm MMARS. See Exchange Infrmatin with MMARS fr additinal infrmatin. Purchase f Services Page 470

29 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP03-UC02-20: Print/Save Vendr Prfile The Unified System must allw an authrized user t view a cmprehensive prfile fr a vendr. The vendr prfile must include key summary infrmatin abut the vendr s invlvement with EEC including: Vendr Infrmatin including: Name Infrmatin Identifier Infrmatin Cntact Infrmatin Cntact Persn Infrmatin Assciated Cntract Infrmatin including: Cntract Infrmatin Budget Infrmatin Payment Infrmatin Amendment Infrmatin Finding/Crrective Actin Infrmatin Assciated Prgram Infrmatin including Umbrella Organizatin/Prgram Infrmatin Licensing Infrmatin (e.g., license capacity, status, dates, etc.) Visit/Meeting Infrmatin Cmplaint/Nn-Cmpliance Infrmatin Child Care Infrmatin (e.g., enrllment, subsidy usage, etc.) The system must allw a user t print and save/ the entire vendr prfile r certain sectins f the prfile (e.g., cntract sectin, prgram sectin, etc.). Purchase f Services Page 471

30 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Manage Cntract Grups Authrized users f the Unified System will be able t create and maintain infrmatin abut the different grups f related cntracts that EEC manages. This includes grups f grant-based cntracts (e.g., UPK Classrm Quality, CPC Prfessinal Develpment, and Early Childhd Special Educatin) as well as direct child care service cntract grups (e.g., incme eligible, supprtive, etc.) and infrmatin and referral cntract grups. Users can maintain a wide variety f infrmatin abut each cntract grup including the assciated prcurement, duratin, budget, and payment schedule infrmatin. The infrmatin defined fr a cntract grup will help define the rules fr individual cntracts with specific vendrs. Fr example, infrmatin abut a cntract grup s budget type, including whether it will utilize a price-based r cst-based cmpensatin mdel, will define what infrmatin can and must be captured fr individual cntracts. Similarly, infrmatin abut the allwable renewal ptins fr a cntract grup will define what is permissible fr individual cntracts that are part f the grup. See Manage Cntracts fr additinal infrmatin. POS-BP04-UC01: Maintain Cntract Grups Fllwing is a summary f the key functins prvided in the Maintain Cntract Grups use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Maintain Cntract Grups View List f Cntract Grups Add/Edit Cntract Grup Infrmatin Name Infrmatin Descriptin Infrmatin Service Type Infrmatin Prcurement Infrmatin Duratin Infrmatin Renewal Infrmatin Specify Whether Subcntracting Permissible fr Cntracting Grup Specify if Maximum Obligatin Applies fr Cntracting Grup Budget Surce Infrmatin Budget Type Infrmatin Specify Allwable Rate Infrmatin fr Price Agreement Cntract Grup Specify Budget Line Infrmatin fr Cst Purchase f Services Page 472

31 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Agreement Grup Specify Allwable Spending Level Infrmatin fr Cst Agreement Grup Specify Whether Apprval Required fr Initial Budget Specify Allwable Payment Schedule Infrmatin Assign MMARS Classificatin Infrmatin Specify Checklist f Prcessing Events fr Cntract Grup Cmpletin Specify Checklist f Prcessing Events fr Cntract Grup Amendments Attach Dcuments t Cntract Grup Assign/Reassign Cntract Grup t Resurces Find Cntract Grup Resurces Requirement N: Descriptin POS-BP04-UC01-01: View List f Cntract Grups The system must allw an authrized user t view a list r queue f the cntract grups that have been established. Users must be able t limit r filter the list f cntract grups by key infrmatin including: Cntract Grup Infrmatin (e.g., name, duratin, budget, status, etc.) Assignment Infrmatin Purchase f Services Page 473

32 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP04-UC01-02: Add/Edit Cntract Grup Infrmatin The system must allw an authrized user t create a new EEC cntract grup. A user must be able t capture key infrmatin including: Name Infrmatin Descriptin Infrmatin Service Type Infrmatin Prcurement Infrmatin Duratin Infrmatin Renewal Infrmatin Specify Whether Subcntracting Permissible fr Cntracting Grup Specify if Maximum Obligatin Applies fr Cntracting Grup Budget Surce Infrmatin Budget Type Infrmatin Specify Allwable Rate Infrmatin fr Price Agreement Cntract Grup Specify Budget Line Infrmatin fr Cst Agreement Grup Specify Allwable Spending Level Infrmatin fr Cst Agreement Grup Specify Whether Apprval Required fr Initial Budget Specify Allwable Payment Schedule Infrmatin POS-BP04-UC01-03: Add/Edit Cntract Grup Name Infrmatin The system must allw a user t specify the name f the cntract grup (e.g., Early Childhd Special Educatin FY09, 2010 Incme Eligible Child Care, CPC Prfessinal Develpment, etc.). POS-BP04-UC01-04: Add/Edit Cntract Grup Descriptin Infrmatin The system must allw an authrized user t capture a summary descriptin fr a cntract grup. The cntract grup descriptin may include infrmatin abut the purpse and scpe f the cntracts t be awarded. See Manage Cntracts fr additinal infrmatin n capturing the descriptin fr specific cntract awarded t a selected vendr. POS-BP04-UC01-05: Add/Edit Cntract Grup Service Type Infrmatin The system must allw an authrized user t capture infrmatin abut the different types f services t be prvided by vendrs awarded cntracts in a particular cntract grup. A user must be able t capture key infrmatin abut the assciated service type(s) including: Service Type Infrmatin (e.g., child care, transprtatin, assessment, cunseling, training, hme visit, etc.) Service Type Descriptin Cmments Purchase f Services Page 474

33 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP04-UC01-06: Add/Edit Cntract Grup Prcurement Infrmatin If a cntract grup is assciated with a prcurement, the system must allw an authrized user t capture key prcurement related infrmatin including: Prcurement Date Infrmatin (e.g., RFR psted, due, selectin, etc.) Prcurement Methd Infrmatin (e.g., statewide cntract, cmpetitive bid, etc.) Prcurement Type/Exceptin Infrmatin (e.g., single department prcurement, grant, etc.) Prcurement Tracking Number Infrmatin Prcurement Manager Infrmatin POS-BP04-UC01-07: Add/Edit Cntract Grup Duratin Infrmatin The system must allw an authrized user t specify infrmatin abut the allwable duratin r term fr cntracts assciated with the cntract grup. User s must be able t capture key infrmatin including: Fiscal Year Infrmatin Earliest Start Date Infrmatin Latest End Date Infrmatin See Manage Cntracts fr infrmatin n capturing the actual start and end date infrmatin fr specific cntacts with selected vendrs. POS-BP04-UC01-08: Add/Edit Cntract Grup Renewal Infrmatin The system must allw an authrized user t specify infrmatin abut whether r nt cntracts assciated with the cntract grup are eligible fr renewal. User s must be able t capture key infrmatin including: Maximum Allwable Number f Renewal Optins Maximum Allwable Years f Each Optin See Manage Cntracts fr infrmatin n capturing the renewal infrmatin fr specific cntacts with selected vendrs. POS-BP04-UC01-09: Specify Whether Subcntracting Permissible fr Cntracting Grup The system must allw a user t specify infrmatin abut whether r nt it is permissible fr a cntractr wh is awarded a cntract assciated with the cntract grup t enter int a subcntracting agreement. A user must be able t capture key subcntracting infrmatin including infrmatin abut whether subcntracting is permissible and/r requires EEC apprval. POS-BP04-UC01-10: Specify if Maximum Obligatin Applies fr Cntracting Grup The system must allw a user t specify whether a cntract assciated with a cntract grup will include a maximum bligatin r cntract ceiling amunt. If a cntract grup will utilize a maximum bligatin, a user must be able t specify the allwable maximum bligatin amunt fr any cntract in the cntract grup. A maximum bligatin cntract can be used fr cntracts using either a price agreement (i.e., unit-based) r cst agreement (i.e., prject-based) cmpensatin mdel. See Manage Cntracts fr infrmatin n capturing the maximum bligatin amunts fr specific cntacts with selected vendrs. Purchase f Services Page 475

34 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP04-UC01-11: Add/Edit Cntract Grup Budget Surce Infrmatin The system must allw an authrized user t specify infrmatin abut the surce f the funds that may be expended fr cntracts awarded in the cntract grup. Users much be able t capture key budget surce infrmatin including: Apprpriatin Infrmatin Service/Fund Categry Infrmatin (e.g., early childhd special ed. (262), UPK Assessment Planning (512), TANF Related Care, etc.). MMARS Accunt Infrmatin (e.g., classificatin, bject cde infrmatin, etc.) Cmments Budget surce infrmatin may change during the life f a specific cntract. See Manage Cntracts fr additinal infrmatin abut the funding fr a specific cntract with a selected vendr. POS-BP04-UC01-12: Add/Edit Cntract Grup Budget Type Infrmatin The system must allw an authrized user t specify infrmatinal abut types f budget that will be used fr cntracts assciated with the cntract grup including: Price Agreement (Unit) Budget indicates that cntracts assciated with the cntract grup will utilize a unit based cmpensatin mdel whereby different rates can be established fr different units f service (e.g., daily child care slt). An incme eligible child care cntract is an example f a price agreement cntract budget. Cst Agreement (Line) Budget indicates that cntracts assciated with the cntract grup will utilize a prject based cmpensatin mdel whereby a single prject cst will be determined fr the entire prject. Users will als be able t specify infrmatin abut the different budget lines (e.g., salaries, administrative csts, etc.) assciated with the prject. UPK Quality Assessment cntracts and CCR&R infrmatin and referral service cntracts are examples f cst agreement cntract budgets. Cmbinatin f Price Agreement (Unit) and Cst Agreement (Line) Budget indicates a price agreement cntract that als has specific line items as part f the cntract. Purchase f Services Page 476

35 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP04-UC01-13: Specify Allwable Rate Infrmatin fr Price Agreement Cntract Grup Fr cntract grups utilizing price agreement (unit) budgets, the system must allw a user t specify infrmatin abut the allwable rates assciated with cntracts in a cntract grup. Users must be able t capture key infrmatin including: Gegraphic Lcatin Regin City/Twn Zip Cde Prgram Type (e.g., grup child care, family child care, etc.) Age Grup Infrmatin (e.g., infant/tddler, pre-schl, etc.) Service Type Infrmatin (e.g., child care, transprtatin, training, etc.) Rate Range Infrmatin Rate Effective Date Infrmatin Fee Rate Infrmatin Fee Effective Date Infrmatin POS-BP04-UC01-14: Specify Budget Line Infrmatin fr Cst Agreement Grup Fr cntract grups utilizing cst agreement budgets, the system must allw a user t specify infrmatin abut the allwable budget lines that will cmprise the verall prject budget. Fr example, fr a UPK Classrm Quality grant cntract grup, a user may specify allwable budget lines such staff cmpensatin, administrative csts, prfessinal develpment, child services, etc. A cntract grup can have multiple assciated budget lines. A user must be able t specify key infrmatin including: Budget Categry Infrmatin (e.g., Salary, Grant Administratin and Oversight) Budget Line Name Infrmatin (e.g., Directr Salary, Crdinatr Salary, Administrative Csts, etc.) Budget Line Descriptin Infrmatin Massachusetts Teacher Retirement System Withhlding Percentage (if applicable) POS-BP04-UC01-15: Specify Allwable Spending Level Infrmatin fr Cst Agreement Grup Fr cntract grups utilizing cst agreement budgets, the system must allw a user t specify infrmatin abut the allwable spending levels fr cntracts awarded as part f a cntract grup including: Allwable Spending Level by Budget Categry (e.g., 8% fr administrative csts) Allwable Spending Level by Budget Line (e.g., 10% fr directr salary) Allwable % Change t Budget Line Prir t Seeking EEC Apprval (e.g., prpsed change f ver 10% f a budget line may require EEC apprval) Purchase f Services Page 477

36 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP04-UC01-16: Specify Whether Apprval Required fr Initial Budget The system must allw a user t specify infrmatin abut whether r nt the budget fr a cntract assciated with a cntract grup must be apprved by a supervisr befre it is finalized. See Manage Cntracts fr additinal infrmatin n establishing the budgets fr specific cntracts with selected vendrs. POS-BP04-UC01-17: Specify Allwable Payment Schedule Infrmatin The system must allw a user t specify infrmatin abut the allwable payment schedule fr cntracts awarded as part f a cntract grup. Fr example, a user must be able t specify that expenditures against budget must be submitted and payments will be made n a quarterly basis fr a UPK Classrm Quality Cntract Grup. Allwable Expenditure Reprting/Payment Frequency Infrmatin (e.g., quarterly, mnthly, etc.) Allwable Payment Amunt Infrmatin (e.g., allwable % by quarter, etc.) POS-BP04-UC01-18: Assign MMARS Classificatin Infrmatin The system must capture infrmatin abut the varius Massachusetts Management Accunting and Reprting System classificatins that are allwable fr cntracts t be awarded in the cntract grup including: Functin Cde Infrmatin Classifies the brad peratinal bjective f the gds and services t be prvided (e.g., training, supprt services, etc.) Object Cde Infrmatin Classifies the type f gds and services t be prvided (e.g., grant t public entity (PO1), infrmatin technlgy prfessinal (U05), etc.) Unit Cde Infrmatin Classifies the EEC Unit assciated with the cntract See Exchange Infrmatin with MMARS fr additinal infrmatin n the MMARS exchange. POS-BP04-UC01-19: Specify Checklist f Prcessing Events fr Cntract Grup Cmpletin The system must allw a user t specify a default checklist f items that must be cmpleted befre a cntract assciated with the cntact grup can be finalized. A user must be able t capture key infrmatin including: Activity Type Infrmatin (e.g., budget created, cntract frm sent t vendr, signed cntract frm received frm vendr, etc.) Activity Descriptin Infrmatin Cmments See Manage Cntracts fr infrmatin n maintaining the checklist fr specific cntacts with selected vendrs. POS-BP04-UC01-20: Specify Checklist f Prcessing Events fr Cntract Grup Amendments The system must allw a user t specify a default checklist f items that must be cmpleted befre an amendment fr a cntract assciated with the cntact grup can be finalized. See Amend Cntracts fr infrmatin n maintaining the checklist fr specific cntacts with selected vendrs. Purchase f Services Page 478

37 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP04-UC01-21: Attach Dcuments t Cntract Grup The system must allw a user t attach ne r mre electrnic dcument (e.g., RFR, RFR questinnaire, RFR amendment, etc.) t a cntract grup. Mre infrmatin n electrnic dcuments will be available in the technical requirements. POS-BP04-UC01-22: Assign/Reassign Cntract Grup t Resurces The system must allw a user t specify infrmatin abut the EEC resurces assciated with a cntract grup. A cntract grup may be assciated t ne r mre staff f the same type at the same time. A user must be able t specify key infrmatin abut each assignment including: Assignment Type Infrmatin (e.g., cntract specialist, prgram manager, etc.) Assignment Reasn Infrmatin Assignment Date Infrmatin (e.g., start date, end date, etc.) Assignment Status Infrmatin Cmments See Manage Cntract Assignments fr additinal infrmatin n assigning/reassigning ne r mre f the cntract grup resurces t a specific cntract awarded t a selected vendr. POS-BP04-UC01-23: Find Cntract Grup Resurces The system must allw a user t search fr and find the varius resurces assciated with a cntract grup. Fr instance, supprt staff wuld be able t quickly lk up the EEC cntract r prgram resurce assciated with a UPK grant. Purchase f Services Page 479

38 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Manage Cntracts The Unified System will facilitate the establishment and management f cntracts with selected vendrs. This includes cntracts, such as UPK and Prfessinal Develpment cntracts, that have been awarded via a grant prcess as well direct child care service cntracts, infrmatin and referral service cntracts, and mre. Users will be able t set-up cntract and assciated budget infrmatin in accrdance with the rules defined fr the cntract grup. Users will be assigned cntracts t EEC staff fr fllw-up and will be able t encumber the funding necessary t pay fr the cntracted services. Cntract infrmatin maintained in the Unified System will be electrnically shared with the Massachusetts Management Accunting and Reprting System (MMARS) via an autmated exchange. Rights t change cntract infrmatin will be cntrlled by user security, allwing vendrs, EEC accunt specialists, EEC prgram managers, and thers t have different update privileges. Purchase f Services Page 480

39 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC01: Create New Cntract The Unified System will allw authrized users t establish a new cntract with a knwn vendr, including rganizatins and peple knwn t the Cmmnwealth. Users will be able t specify key infrmatin abut each cntract, such as cntract date, renewal, terms, and budget infrmatin, and will be able t uplad electrnic cntract related dcuments t the Unified System. Cntract recrds created in the Unified System will subsequently be created in the Massachusetts Management Accunting and Reprting System (MMARS) via an autmated data exchange. See Exchange Infrmatin with MMARS fr additinal infrmatin. Fllwing is a summary f the key functins prvided in the Create New Cntract use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Create New Cntract Add/Edit Cntract Infrmatin Vendr Infrmatin Vendr Type Infrmatin Cntract Grup Infrmatin Service Type Infrmatin Date Infrmatin Renewal Infrmatin Standard Term and Cnditin Infrmatin Vendr Specific Term and Cnditin Infrmatin Service/Fund Infrmatin Budget Infrmatin Ready Payment Infrmatin Payment Schedule Infrmatin Status Infrmatin Maintain Cntract Creatin Checklist View and Update Status f Cntract Creatin Checklist Attach Electrnic Dcument t Cntract Specify Vendr Cntract Manager Infrmatin Track Cntracts Track Cntracts Transactins Find Cntract Map Cntracts Print/Save Cntract Prfile Share Cntract Creatin Infrmatin with MMARS Specify MMARS Dcument Identifiers fr Cntract Purchase f Services Page 481

40 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP05-UC01-01: Add/Edit Cntract Infrmatin The system must allw an authrized user create a new cntract fr an rganizatin r persn. A user must be able t capture key infrmatin including: Vendr Infrmatin Vendr Type Infrmatin Cntract Grup Infrmatin Service Type Infrmatin Date Infrmatin Renewal Infrmatin Standard Term and Cnditin Infrmatin Vendr Specific Term and Cnditin Infrmatin Service/Fund Infrmatin Budget Infrmatin Ready Payment Infrmatin Payment Schedule Infrmatin Status Infrmatin (e.g., in prcess, active, inactive, suspended, etc.) POS-BP05-UC01-02: Select Vendr fr Cntract The system must allw an authrized user t specify infrmatin abut the specific vendr with whm a cntract is being established. A user must be able t find and select a vendr frm the rganizatins and peple knwn as valid vendrs in the Massachusetts Management Accunting and Reprting System (MMARS). This includes licensed child care prgrams as well as ther rganizatins, such as Schl Districts, Institutins f Higher Learning, Child Care Resurce & Referral Agencies, and thers, that have a valid MMARS Vendr Custmer number (VC). A user must be able t view key infrmatin fr the selected vendr including: Vendr Identifiers (e.g., VC number, tax identifier number) Vendr Name Infrmatin (e.g., Legal Name, Other Names) Vendr Cntract Infrmatin (e.g., legal address, payment address, telephne number, etc.) Vendr Cntract Persn Infrmatin (e.g., cntract manager) Vendr Affirmative Market Infrmatin Vendr State f Incrpratin Infrmatin See Add/Edit Vendr fr additinal infrmatin. POS-BP05-UC01-03: Specify Vendr Type fr Cntract The system must allw an authrized user specify infrmatin abut the type f vendr in the cntext f the cntract. Fr example, a user must be able t specify that a child care crprate rganizatin is serving as a lead agency fr the purpses f a cntact. Purchase f Services Page 482

41 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC01-04: Select Cntract Grup The system must allw an authrized user t specify the cntract grup (e.g., UPK Assessment Planning, CPC Prfessinal Develpment grup, incme eligible child care, infrmatin and referral, etc.) t which the cntract belngs. The system must be able t vary what infrmatin is available and required based n the cntract grup selected including: Service Type Infrmatin Date Infrmatin Renewal Infrmatin Term and Cnditin Infrmatin Subcntracting Infrmatin Maximum Obligatin Infrmatin Payment Infrmatin Budget Infrmatin See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC01-05: Select Service Types The system must allw an authrized user t select the service type(s) that apply t the specific cntract. The user must be able t pick frm a list f valid service types that vary based n the cntract grup selected. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC01-06: Specify Cntract Dates The system must allw an authrized user t specify the key dates assciated with a specific cntract including: Anticipated Start Date Actual Start Date Expiratin Date Actual End Date The system must ensure that the cntract dates specified fall within the allwable duratin fr the assciated cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC01-07: Specify Cntract Renewal Optins The system must allw an authrized user t specify infrmatin abut a cntract renewal ptins including: Number f Renewal Optins (e.g., 3) Years f Each Renewal Optin (1 year) The system must ensure that the renewal infrmatin specified adheres t the renewal rules specified fr the assciated cntract grup. See Manage Cntract Grup fr additinal infrmatin. Purchase f Services Page 483

42 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC01-08: Indicate Standard Terms and Cnditins Executed The system must allw a user t specify infrmatin abut whether, which, and when applicable standard cntract terms and cnditins were executed including: Cmmnwealth Terms and Cnditins Infrmatin Cmmnwealth Terms and Cnditins fr Human and Scial Services Infrmatin EEC Cntract Specific Terms and Cnditin Infrmatin The system must ensure that the terms and cnditins specified adhere t the term and cnditin rules specified fr the assciated cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC01-09: Recrd Vendr Specific Terms and Cnditins The Unified System must allw a user t capture infrmatin abut cntract terms and cnditins that apply t a specific vendr cntract including: Term and Cnditin Type Infrmatin Term and Cnditin Descriptin Infrmatin Term and Cnditin Effective Date Infrmatin Cmments POS-BP05-UC01-10: Select Services/Funds fr Cntract The system must allw an authrized user t select the service categries that will be used fr the specific cntract. The user must be able t pick frm a list f valid categries that vary based n the cntract grup selected. Users must be able t view key funding related infrmatin based n the categry selected. A user must be able t specify what percentages f expenses are billed against which services/funds. See Add/Edit Cntract Grup Budget Surce Infrmatin fr additinal infrmatin. POS-BP05-UC01-11: Specify Cntract Budget Infrmatin The system must allw an authrized user t establish the budget fr a new cntract. The system must be able t capture different infrmatin based n the type f budget including: - Price-based budget (see Amend Cntracts fr additinal infrmatin) - Cst based budget (see Amend Cntracts fr additinal infrmatin) POS-BP05-UC01-12: Specify Cntract Ready Payment Infrmatin The system must allw an authrized user t specify infrmatin abut whether sme f the cntract amunt will be paid up frnt via the ready payment prcess. A user must be able t capture key ready pay infrmatin including: Ready Payment Number Infrmatin Ready Payment Schedule Infrmatin Purchase f Services Page 484

43 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC01-13: Specify Cntract Payment Schedule Infrmatin The Unified System must allw a user t specify infrmatin abut any applicable payment schedule including: Payment Schedule Frequency Infrmatin (e.g., quarterly, mnthly, etc.) Payment Schedule Amunt Infrmatin (e.g., percentage f ttal, dllar amunt, etc.) Cmments The system must ensure that the payment schedule infrmatin specified adheres t payment schedule rules specified fr the assciated cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC01-14: Set Initial Status f Cntract The system must be able t assign the initial status t a new cntract created in the Unified System (e.g., in prgress). The system must be able t set the cntract status based n cnfigurable rules. POS-BP05-UC01-15: Maintain Cntract Creatin Checklist The system must create a default checklist f required items and activities (e.g., Massachusetts Substitute W-9 frm) required based n the assciated cntract grup. A user must be able t add and edit additinal items (e.g., W-8 Frm Series) n the cntract checklist fr a specific cntract. POS-BP05-UC01-16: View and Update Cntract Checklist Status The system must shw the prgress f a cntract against the cntract checklist. The status f each checklist item may be updated based n related system activity (e.g., finalizing a budget updates the budget finalizatin t cmplete). An authrized user may als update the status f each checklist item. See Manage Cntract Meetings and Crrespndence fr additinal infrmatin. POS-BP05-UC01-17: Attach Electrnic Dcument t Cntract The Unified System must allw a user t assciate ne r mre electrnic dcuments (e.g., terms and cnditins, rate schedule, signed cntract frm, etc.) t a cntract recrd. Mre infrmatin n electrnic dcuments will be available in the technical requirements. POS-BP05-UC01-18: Specify Vendr Cntract Manager Infrmatin The Unified System must allw a user t specify the cntract manager persn fr the vendr and fr the Cmmnwealth. See Manage Vendrs fr additinal infrmatin n vendr cntracts. POS-BP05-UC01-19: Track Cntracts The system must assign a unique EEC tracking number t all cntracts created. POS-BP05-UC01-20: Track Cntracts Transactins Similar t what is available fr prgrams, the system will supprt the tracking f majr activities r transactins assciated with a cntract ver time. The system will maintain a chrnlgy f key activities including transactins that were added directly by a user and/r generated by the system based n ther system actins (e.g., apprve cntract, finalize budget, amend budget line, etc.). See Manage Prgram Transactins fr additinal infrmatin. Purchase f Services Page 485

44 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC01-21: Find Cntract The system must allw an authrized user t find an existing cntract by a wide variety f infrmatin including: Vendr Infrmatin (e.g., VC number, vendr name, etc.) Cntract Grup Infrmatin Cntract/Budget Infrmatin (e.g., cntract id, cntract date, status, etc.) Assignment Infrmatin (e.g., cntract specialist, prgram manager, etc.) POS-BP05-UC01-22: Map Cntracts The system must allw an authrized user t generate a gegraphic infrmatin system map f cntracts thrughut the state using the fllwing infrmatin: Vendr Infrmatin (e.g., VC number, vendr name, etc.) Vendr Lcatin Cntract Grup Infrmatin Cntract/Budget Infrmatin (e.g., cntract id, cntract date, status, etc.) Cntract Line Infrmatin POS-BP05-UC01-23: Print/Save Cntract Prfile The system must allw an authrized user t view a cmprehensive prfile fr a cntract including: Vendr Infrmatin Cntract Grup Infrmatin Cntract/Budget Infrmatin Amendment Infrmatin Assignment Infrmatin A user must be able t print and save/ the cntract prfile. POS-BP05-UC01-24: Share Cntract Creatin Infrmatin with MMARS The system must be able t electrnically exchange infrmatin abut a new and in prgress cntract with MMARS. See Exchange Infrmatin with MMARS fr additinal infrmatin. POS-BP05-UC01-25: Specify MMARS Dcument Identifiers fr Cntract The Unified System must capture the Massachusetts Management Accunting and Reprting System Dcument Identifier assciated with cntract. The MMARS Dcument Identifiers is the MMARS assigned encumbrance transactin number assciated with the cntract. An EEC cntract can be assciated with ne r mre MMARS dcument identifiers. See Exchange Infrmatin with MMARS fr additinal infrmatin n the MMARS exchange. Purchase f Services Page 486

45 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02: Create Cntract Budget The system will facilitate the establishment f a budget fr individual cntracts with selected vendrs. The types f infrmatin that will be required and cllected will vary based n whether the assciated cntract grup was defined as a price-based (aka unit) r cst-based (aka line) budget. Users will be able t view key infrmatin t help determine the budget amunt fr a particular cntract including prgram quality rating and prir year funding infrmatin. The system will ensure that the cntract budget adheres t the rule set frth fr the cntract grup. Fllwing is a summary f the key functins prvided in the Create Cntract Budget use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Create Cntract Budget Supprt Different Types f Cntract Budgets View Prir Year Funding Infrmatin View Prgram Quality Infrmatin fr Vendrs Add/Edit Price-Agreement Budget Infrmatin Cntract Line Infrmatin Service/Fund Infrmatin MMARS Line Infrmatin Regin Infrmatin Prgram Type/Age Infrmatin Payment Quality Level Infrmatin Effective Date Infrmatin Fiscal Year Infrmatin Service Days Infrmatin Slt Infrmatin Service Unit Infrmatin Rate Infrmatin Initial Fee Infrmatin Ttal Initial Fee Infrmatin Ttal Amunt Infrmatin Referral Infrmatin Pilt Prgram Infrmatin Add/Edit Cst-Agreement Budget Infrmatin - Budget Line Infrmatin Service/Fund Infrmatin MMARS Line Infrmatin Ttal Award Infrmatin Budget Line Infrmatin Calculate Massachusetts Teachers Retirement System Amunt Infrmatin Track Available Budget Balance Purchase f Services Page 487

46 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP05-UC02-01: Supprt Different Types f Cntract Budgets Based n the cntract grup selected, the system must be able t determine the budget type fr the cntract. The system must supprt different types f budgets including: Price-Based (Unit Budget) (see Amend Cntracts fr additinal infrmatin) Cst-Based (Line) Budget (see Amend Cntracts fr additinal infrmatin) POS-BP05-UC02-02: View Prir Year Funding Infrmatin The system must allw an authrized user t view key infrmatin abut previus year funding fr a particular cntract/vendr. A user must be able t view key budget related infrmatin including: Time Perid Infrmatin (e.g., FY09, FY08, etc.) Overall Cntract Infrmatin (e.g., ttal amunt, amunt billed, amunt paid, etc.) Budget Line Infrmatin (line amunt, amunt billed, amunt paid, etc.) POS-BP05-UC02-03: View Prgram Quality Infrmatin fr Vendrs The system must allw an authrized user t view quality infrmatin (e.g., quality rating, accreditatin infrmatin, etc.) abut the prgrams assciated with a specific vendr. See Track Prvider Quality fr additinal infrmatin. Purchase f Services Page 488

47 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02-04: Add/Edit Price Agreement Budget Infrmatin The system must allw an authrized user t specify key infrmatin abut a price-agreement (unit) based budget. The system must allw a user t maintain ne r mre cntract lines assciated with a unit-based cntract. A different cntract line shuld be created fr each type r service/rate t be prvided. User s must be able t capture key infrmatin assciated with each price-agreement cntract line including: Service/Fund Infrmatin MMARS Line Infrmatin (e.g., accunt line, cmmdity line, etc.) Regin Infrmatin Prgram Type/Age Infrmatin Payment Quality Level Infrmatin Effective Date Infrmatin Fiscal Year Infrmatin Service Days Infrmatin Slt Infrmatin Service Unit Infrmatin Rate Infrmatin Initial Fee Infrmatin Ttal Initial Fee Infrmatin Ttal Amunt Infrmatin (e.g., anticipated and actual) Referral Infrmatin Pilt Prgram Infrmatin POS-BP05-UC02-05: Add/Edit Price Agreement Service/Fund Infrmatin Fr price agreement budgets, the system must allw an authrized user t select the service/fund categry(ies) that apply t a specific cntract line. The must be able t pick frm a list f valid service/fund categries based n the cntract grup selected. A cntract line can be assciated with ne r mre services/funds ver time. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-06: Add/Edit Price Agreement MMARS Line Infrmatin fr Cntract Line Fr price agreement budgets, the system must capture infrmatin abut the crrespnding Massachusetts Management Accunting and Reprting System lines fr assciated cntract line including: MMARS Accunt Line Infrmatin - Specifies infrmatin abut where the mney will be taken frm in the EEC s cst accunting structure t pay fr the cntracted service. A cntract line can be assciated with ne r mre MMARS accunting line (e.g., accunt line, increase line, etc.) ver time. MMARS Cmmdity Line Infrmatin Specifies infrmatin abut the item r service that EEC is purchasing via the cntract. A cntract line can be assciated with ne r mre MMARS accunting line ver time. See Exchange Infrmatin with MMARS fr additinal infrmatin n the MMARS data exchange. Purchase f Services Page 489

48 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02-07: Add/Edit Price Agreement Regin Infrmatin fr Cntract Line Fr price agreement budgets, the system must allw an authrized user t specify the EEC regin assciated with the cntract line. POS-BP05-UC02-08: Add/Edit Price Agreement Prgram Type/Age Infrmatin fr Cntract Line Fr price agreement budgets, the system must allw an authrized user t specify infrmatin abut the type f prgram and age grups fr the services being prvided (e.g., grup child care infant/tddlers, family child care pre-schl age, etc.) as part f a cntract line. POS-BP05-UC02-09: Add/Edit Price Agreement Specify Cntract Line Payment Quality Level Infrmatin The system must be able t supprt different payment levels fr different cntracts lines based n their assessed quality levels. Fr example, a user must be able t indicate that a cntract with ne prgram is at a higher payment tier than a cntract with anther prgram based n the assessed quality f the vendr s prgrams. A user must be able t capture key payment tier infrmatin including: Payment Tier Type Infrmatin (e.g., prgram quality level 1, salary incentive, etc.) Payment Tier Effective Date Infrmatin The system must be able t supprt different payment tiers based n the grup f cntract. POS-BP05-UC02-10: Add/Edit Price Agreement Cntract Line Effective Date Infrmatin Fr price agreement budgets, the system must allw an authrized user t specify the effective start and end date fr each cntract line assciated with a price-agreement cntract. The system must ensure that the effective dates fr the cntract line fall within the dates f the verall cntract. POS-BP05-UC02-11: Add/Edit Price Agreement Determine Fiscal Year fr Cntract Line Fr price agreement budgets, the system must determine the fiscal year(s) fr each cntract line based n the effective dates specified. POS-BP05-UC02-12: Add/Edit Price Agreement Calculate Available Service Days fr Cntract Line Fr price agreement budgets, the system must calculate the ttal number f available service days based n the cntract line effective dates specified. POS-BP05-UC02-13: Add/Edit Price Agreement Specify Slt Infrmatin fr Cntract Line Fr price agreement budgets, the system must allw a user t specify infrmatin abut the ttal number f slts that are available fr each cntracted line including: Slt Type Infrmatin (e.g., base r expansin) Slt Number Infrmatin The system must calculate the ttal slts available fr a cntract line. POS-BP05-UC02-14: Add/Edit Price Agreement Calculate Service Units fr Cntract Line Fr price agreement budgets, the system must calculate the ttal amunt f service units available fr a cntract by multiplying the number f available slts (by type) by the number f available service days. Purchase f Services Page 490

49 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02-15: Add/Edit Price Agreement Determine/Specify Initial Rate fr Cntracted Slt Fr price agreement budgets, the system must determine the default payment rate fr each type f cntracted slt (e.g., base r expansin) based n key infrmatin including the assciated regin, quality tier, prgram type, and/r age grup. An authrized user must be able t verride the default rate t specify a different initial payment rate fr each type f cntracted slt. The system must ensure that the cntract rate adheres t the rules set frth fr the assciated cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-16: Add/Edit Price Agreement Determine/Specify Initial Fees fr Cntracted Slt Fr price agreement budgets, the system must determine the default fees assciated with each type f cntracted slt (e.g., base r expansin) based n key infrmatin including the assciated regin, quality tier, prgram type, and/r age grup. An authrized user must be able t verride r change the default fee and specify a different fee amunt fr each type f cntracted slt. The system must ensure that the cntract fees adhere t the rules set frth fr the assciated cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-17: Add/Edit Price Agreement Calculate Ttal Initial Fees fr Cntract Line Fr price agreement budgets, the system must calculate the ttal fees applicable t the cntract line including base fee, expansin fees, and ttal fees. The system calculates the fees by multiplying the ttal number f slts (by type) by the assciated fee amunt (by type). POS-BP05-UC02-18: Add/Edit Price Agreement Calculate Ttal Initial Amunt fr Cntract Line Fr price agreement budgets, the system must calculate the verall amunt fr the cntract line including the ttal f the base and expansin slts. The system determines the ttal bligatin amunt fr each type f cntract slt by adding the price f the units (service units * service rate) and the assciated fees. The system must cnfirm that the ttal amunt fr the cntract line des nt exceed the ttal maximum bligatin amunt fr the cntract (if applicable). POS-BP05-UC02-19: Add/Edit Price Agreement Specify Referral Cntract Line Infrmatin Fr price agreement budgets, the system must allw a user t indicate that a cntract line refers t anther cntract line. If a cntract line is a referral line, it may nt have any applicable slt r fee infrmatin. POS-BP05-UC02-20: Add/Edit Price Agreement Specify Pilt Prgram Infrmatin Fr price agreement budgets, the system must allw a user t indicate that a cntract line is being created t fund a prgram that is cnsidered in pilt stage. Purchase f Services Page 491

50 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02-21: Add/Edit Cst-Agreement Budget Infrmatin The system must allw an authrized user t specify key infrmatin abut a cst-agreement (line) based budget. User s must be able t capture key infrmatin assciated with each cst-agreement budget including: Service/Fund Infrmatin MMARS Line Infrmatin (e.g., accunt line, cmmdity line, etc.) Ttal Amunt Infrmatin (e.g., anticipated and actual ttal) Budget Line Infrmatin POS-BP05-UC02-22: Add/Edit Cst Agreement Service/Fund Infrmatin Fr cst agreement budgets, the system must allw an authrized user t select the service/fund categry(ies) that apply t the cntract. The must be able t pick frm a list f valid service/fund categries based n the cntract grup selected. A cntract line can be assciated with ne r mre service/fund categries ver time. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-23: Add/Edit Cst Agreement MMARS Line Infrmatin fr Cntract Line Fr price agreement budgets, the system must capture infrmatin abut the crrespnding Massachusetts Management Accunting and Reprting System lines fr assciated cst agreement budget including: MMARS Accunt Line Infrmatin - Specifies infrmatin abut where the mney will be taken frm in the EEC s cst accunting structure t pay fr the cntracted service. A cntract line can be assciated with ne r mre MMARS accunting line (e.g., accunt line, increase line, etc.) ver time. MMARS Cmmdity Line Infrmatin Specifies infrmatin abut the item r service that EEC is purchasing via the cntract. A cntract line can be assciated with ne r mre MMARS accunting line ver time. See Exchange Infrmatin with MMARS fr additinal infrmatin n the MMARS data exchange. POS-BP05-UC02-24: Add/Edit Cst Agreement Specify Initial Award Ttal Infrmatin The system must allw an authrized user t capture infrmatin abut the ttal amunt f funding a particular cntractr was initially awarded. POS-BP05-UC02-25: Add/Edit Cst Agreement Validate Initial Award Ttal Against Maximum Obligatin Rules The system must be able t validate that the ttal budget fr a cntract des nt exceed the maximum bligatin rule established fr the cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-26: Add/Edit Cst Agreement Specify Initial Budget Line Ttal Infrmatin The system must allw a user t specify the ttal amunt awarded fr each f the budget lines (e.g., salary, administrative csts, prfessinal develpment, etc.) assciated with the cntract. See Mange Cntract Grups fr additinal infrmatin. Purchase f Services Page 492

51 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC02-27: Add/Edit Cst Agreement Validate Initial Budget Lines Against Budget Rules The system must be able t execute a series f cnfigurable rules pertaining t the amunt f allwable funding fr the different budget lines and categries. Fr example, the system must be able t ensure the amunt f csts assciated with the Administratin and Oversight grup represent 8% r less f the ttal award amunt. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-28: Add/Edit Cst Agreement Validate Initial Budget Lines Against Ttal Award Amunt The system must ensure that the sum f the budget line amunts des nt exceed the ttal award amunt fr the cntract. POS-BP05-UC02-29: Add/Edit Cst Agreement Calculate Massachusetts Teachers Retirement System Amunt The system must be able t calculate the amunt f cntracted payment that needs t be withheld fr the Massachusetts Teacher Retirement System based n the budget line rules defined fr the cntract grup. See Manage Cntract Grups fr additinal infrmatin. POS-BP05-UC02-30: Track Available Budget Balance Infrmatin The system must determine and allw a user t view the available balance fr a cntract including assciated cntract/budget lines including: Initial Budget Ttal Amunt Infrmatin Amended Budget Amunt Infrmatin Current Balance Amunt Infrmatin See Amend Cntracts fr additinal infrmatin. Purchase f Services Page 493

52 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC03: Finalize Cntract An authrized user will be able t finalize a cntract, including the applicable price-based r cst-based budget infrmatin. If a budget requires supervisry apprval, a user will be able request apprval, and a supervisr will be able t apprve the budget infrmatin. Users will als be able t indicate that all required cntract events and dcuments, including necessary wet signatures, have been btained. The system will ensure that nly finalized cntracts will be available fr use in key Unified System prcesses such as the child enrllment prcess. Cntracts finalized in the Unified System will be reflected in the Massachusetts Management Accunting and Reprting System (MMARS) via an autmated data exchange. Fllwing is a summary f the key functins prvided in the Finalize Cntract use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Finalize Cntract Determine Whether Cntract Requires Budget Apprval Request Apprval f Budget fr Cntract View Inbx f Cntracts Budgets Requiring Apprval Apprve/D Nt Apprve Budget fr Cntract Recrd Cntract Apprval Infrmatin Encumber Funding fr Cntract Finalize Cntract Requirement N: Descriptin POS-BP05-UC03-01: Determine Whether Cntract Requires Budget Apprval The system must determine whether r nt the budget fr a cntract, including a price-based (unit) r cst-based (prject) cntract requires apprval based n the rules established fr the assciated cntract grup. See Manage Cntract Grup fr additinal infrmatin. POS-BP05-UC03-02: Request Apprval f Budget fr Cntract If a cntract requires budget apprval, the system must allw an authrized user t indicate that a budget is ready fr apprval. The system must be able t track key infrmatin abut each budget request including: Request Date Infrmatin Request By Infrmatin Request Reasn Infrmatin Cmments Purchase f Services Page 494

53 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC03-03: View Inbx f Cntracts Budgets Requiring Apprval The system must allw an authrized user t view a list r queue f cntracts whse budget require apprval. A user must be able t filter the list by key infrmatin including: Assignment Persn Infrmatin Cntract Grup Infrmatin Cntract Infrmatin The system must allw an administratr t cnfigure the default apprver based n the cntract grup. POS-BP05-UC03-04: Apprve/D Nt Apprve Budget Fr Cntract The system must allw an authrized apprve t review and apprve r deny a budget fr a cntract. A user must be able t specify key infrmatin abut the apprval decisin including the reasns and cmments fr the apprval decisin. POS-BP05-UC03-05: Recrd Cntract Apprval Infrmatin The system must allw a user t specify infrmatin abut by whm and when a cntract was apprved including: Apprved By Rle Infrmatin (e.g., General Cunsel, Assciate Cmmissiner fr Purchased Services, etc.) Apprved By Name Infrmatin Apprved Date Infrmatin Cmments POS-BP05-UC03-06: Encumber Funding fr Cntract The system must allw an authrized user t cmplete the prcess f encumbering the necessary funding t pay fr a cntract. The system must supprt the prcess frm the initial preparatin and apprval f the encumbrance infrmatin thrugh the subsequent submissin, tracking, and updating f the encumbrance via the Massachusetts Management Accunting and Reprting system. See Exchange Infrmatin with MMARS fr additinal infrmatin. POS-BP05-UC03-07: Finalize Cntract The system must allw an authrized user t indicate that a cntract is finalized and can be used as the basis f varius prcesses in the Unified System including enrllment and payment related activities. The system must be able t enfrce cnfigurable business rules that vary based n cntract grup and cntract t verify that nly thse cntract that meet the established rules fr finalizatin (e.g., minimal data elements, finalized budget, all checklist items cmplete, etc.) can be submitted as final. Purchase f Services Page 495

54 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC04: Manage Cntract Assignments A user will be able t assign a cntract t ne r mre peple, such as a prgram manager r a cntract specialist fr management and fllw-up. The system will ntify the EEC staff member f the new assignment and will allw authrized users t view and mdify EEC staff assignments as necessary thrughut the cntracting prcess. Fllwing is a summary f the key functins prvided in the Manage Cntract Assignments use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Manage Cntract Assignments Assign Cntract t Resurce(s) Ntify Resurce f Cntract Assignment Reassign Cntract t Resurce Find Cntract Resurce Requirement N: Descriptin POS-BP05-UC04-01: Assign Cntract t Resurce(s) The system must allw an authrized user t assign a cntract t ne r mre resurce fr management and tracking. A cntract may be assigned t ne r mre staff at the same time including the staff assciated with the cntract grup. A user must be able t specify key infrmatin abut each assignment including: Assignment Type Infrmatin (e.g., prgram manager, cntract specialist, etc.) Assignment Reasn Infrmatin Assignment Date Infrmatin (e.g., start date, end date) Assignment Status Infrmatin Assignment Cmments POS-BP05-UC04-02: Ntify Resurce f Cntract Assignment The system must ntify EEC staff f assignment t a cntract. POS-BP05-UC04-03: Reassign Cntract t Resurce The system must allw an authrized user t reassign staff assigned t a cntract. A user must be able t reassign cntracts ne at a time r reassign a grup f cntracts t EEC staff. A user must be able t recrd a reasn(s) and cmments fr the reassignment. POS-BP05-UC04-04: Find Cntract Resurce The system must allw a user t find and view infrmatin abut the resurces assigned t a cntract. Fr example, a user will be able t search fr and find the cntract manager fr a particular cntract. Purchase f Services Page 496

55 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC05: Manage Cntract Reminders Authrized EEC users will be able t recrd fllw-up r reminder infrmatin related t a specific cntract. The system will allw a user t assign a reminder t ne r mre peple fr fllw-up. EEC users will als be able t view all new cntract reminders and will be able t search fr existing reminders by key reminder infrmatin. Authrized users can view and change the status fr a cntract reminder. Fllwing is a summary f the key functins prvided in the Manage Cntract Reminders use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Manage Cntract Reminders Add/Edit Cntract Fllw-up Reminder Assign/Reassign Cntract Reminders View New Cntract Reminders Find Cntract Reminder Update Status f Cntract Reminder Navigate t Cntract Recrd Requirement N: Descriptin POS-BP05-UC05-01: Add/Edit Cntract Fllw-up Reminder The system must allw an authrized user t add r edit reminders fr fllw-up with r abut an particular cntract including: Reminder Area Reminder Type Reminder Title Reminder Descriptin Reminder Due Date Reminder Cmments Reminder Status (e.g., pen, cmplete, etc.) POS-BP05-UC05-02: Assign/Reassign Cntract Reminders The system must allw an authrized user t assign ne r mre reminders t themselves r anther persn fr fllw-up. A user must als be able t change the reminder assignment. The system must be able t track a histry f changes t assignments. Purchase f Services Page 497

56 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC05-03: View New Cntract Reminders The system must allw an authrized user t a view a list r queue f reminders recently assigned t them. A user must be able t limit r filter the view by key infrmatin such as: Reminder Area Infrmatin Reminder Type Infrmatin Reminder Due Date Infrmatin Reminder Status Reminder Assigned Date Infrmatin POS-BP05-UC05-04: Find Cntract Reminder The system must allw an authrized user t search fr reminder items requiring fllw-up by key infrmatin including: Reminder Area Reminder Type Reminder Due Date Infrmatin Reminder Assignment Infrmatin Reminder Status (e.g., pen, cmplete, etc.) POS-BP05-UC05-05: Update Status f Cntract Reminder The system must allw an authrized user t update the status f a cntract fllw-up reminder item (e.g., cmplete, repen, etc.). POS-BP05-UC05-06: Navigate t Cntract Recrd The system must allw an authrized user viewing a reminder t navigate t the related cntract recrd fr viewing r editing. Purchase f Services Page 498

57 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC06: Manage Cntract Meetings and Crrespndence Authrized EEC users will be able t recrd and view infrmatin abut nging crrespndence with a vendr r ther entity (e.g., OSD) abut a cntract. This includes meetings as well as varius electrnic and nn-electrnic crrespndences. Users will als be able t attach relevant electrnic dcuments t a cntract crrespndence recrd. Fllwing is a summary f the key functins prvided in the Manage Cntract Meetings and Crrespndence use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Manage Cntract Meetings and Crrespndence Schedule Cntract Event/Meeting Request Infrmatin frm Cntracted Vendr Send/Receive Electrnic Crrespndence t Cntracted Vendr Track Nn-Electrnic Crrespndence t Cntracted Vendr Attach Electrnic Dcument t Crrespndence View Vendr Crrespndence View Cntract Crrespndence Requirement N: Descriptin POS-BP05-UC06-01: Schedule Cntract Event/Meeting The system must allw an authrized user t schedule ne r mre visits/meetings related t a cntract. The system must capture key infrmatin abut the scheduling f a cntract visit/meeting including: Vendr Infrmatin Prgram Infrmatin Visit/Meeting Reasns/Cmments Attendee Infrmatin See Manage Prgrams fr additinal infrmatin abut scheduled visits/meetings. POS-BP05-UC06-02: Request Infrmatin frm Cntracted Vendr The system must allw an authrized user t send an infrmatin request t a cntracted vendr. The system must be able t target specific vendr prgrams and/r users, such as meeting attendees, fr which t request infrmatin. The user must ntify the user abut the infrmatin request and prvide an ability t respnd the request. A user must be able t update the infrmatin request upn fulfillment f the infrmatin request. See Manage Prgrams fr additinal infrmatin. Purchase f Services Page 499

58 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC06-03: Send/Receive Electrnic Crrespndence t Cntracted Vendr The system must allw an authrized user t send and receive electrnic crrespndence t/frm a vendr within the Unified System. The system must track all electrnic crrespndences sent and received frm a vendr. See Track Prgram Crrespndence fr additinal infrmatin abut system electrnic crrespndences. POS-BP05-UC06-04: Track Nn-Electrnic Crrespndence with Cntracted Vendr The system must allw an authrized user t add r edit infrmatin abut nn-unified System crrespndence t a vendr abut a cntract including: Vendr Infrmatin Cntract Infrmatin Crrespndence Date Infrmatin (e.g., date sent, date received, etc.) Crrespndence Methd (e.g., phne call, fax, , etc.) Crrespndence t Infrmatin (e.g., vendr, ther agency, etc.) Crrespndence Area (e.g., tax frms, budget, etc.) Crrespndence Title Crrespndence Descriptin Crrespndence Cmments POS-BP05-UC06-05: Attach Electrnic Dcument t Crrespndence The system must allw an authrized user t attach an electrnic dcument assciated with a crrespndence (e.g., scan versin f letter received, abut cntract frm, etc.). Mre infrmatin n electrnic dcuments will be available in the technical requirements. POS-BP05-UC06-06: View Vendr Crrespndence The system must allw an authrized user t view a histry f crrespndences ver time t a specific vendr including user-entered crrespndences and system-generated crrespndences. POS-BP05-UC06-07: View Cntract Crrespndence The system must allw an authrized user t view a histry f crrespndences ver time relative t a specific cntract including user-entered crrespndences and system-generated crrespndences. Purchase f Services Page 500

59 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC07: Manage Cntract Ntes Authrized EEC users will be able t recrd and view ntes regarding specific cntracts including issues and cmments. Ntes will cntain key infrmatin including a type, date, title, descriptin, and mre. Fllwing is a summary f the key functins prvided in the Manage Cntract Ntes use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Manage Cntract Ntes Add/Edit Cntract Ntes View Cntract Ntes Requirement N: Descriptin POS-BP05-UC07-01: Add/Edit Cntract Nte Infrmatin The system must allw an authrized user t add r edit a nte abut an specific cntract including: Nte Type Nte Date Nte Title Nte Descriptin Nte Cmments See Manage Cntracts fr mre infrmatin. POS-BP05-UC07-02: View Cntract Ntes The system must be able t maintain and allw an authrized user t view a histry f cntract ntes ver time. Purchase f Services Page 501

60 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC08: Manage Subcntractrs fr Cntract The Unified System will supprt the tracking the subcntractrs assciated with a cntracted vendr. If a cntract requires subcntractr apprval, prgrams will be able t request and EEC will be able t apprve the prpsed subcntractrs. Fllwing is a summary f the key functins prvided in the Manage Subcntracts fr Cntract use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Manage Subcntractrs fr Cntract Add/Edit Subcntractr Infrmatin Determine Whether Subcntract Requires EEC Apprval Request Apprval f Subcntract Relatinship View Inbx f Subcntracts Requiring Apprval Apprve/D Nt Apprve Subcntract Ntify Requestr f Apprval Decisin Requirement N: Descriptin POS-BP05-UC08-01: Add/Edit Subcntractr Infrmatin The system must allw an authrized user t specify key infrmatin abut the subcntractrs assciated with a specific cntract. A cntract can be assciated with many subcntractrs. Users must be able t specify key infrmatin including the fllwing fr a selected cntract: Subcntractr Infrmatin (e.g., prgram number, name, address, cntract infrmatin) Subcntract Effective Date Infrmatin Subcntract Reasn Infrmatin Subcntract Descriptin Infrmatin Cmments POS-BP05-UC08-02: Determine Whether Subcntract Requires EEC Apprval The system must determine whether r nt EEC apprval is required fr a subcntract fr a specific cntract based n the rules established fr the assciated cntract grup. See Manage Cntract Grup fr additinal infrmatin. POS-BP05-UC08-03: Request Apprval f Subcntract Relatinship If a subcntract requires EEC apprval, the system must allw an authrized vendr user t indicate that a subcntract relatinship is ready fr apprval. The system must be able t track key infrmatin abut each budget request including: Request Date Infrmatin Request By Infrmatin Request Reasn Infrmatin Cmments Purchase f Services Page 502

61 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP05-UC08-04: View Inbx f Subcntracts Requiring Apprval The system must allw an authrized user t view a list r queue f subcntracts requiring apprval. A user must be able t filter the list by key infrmatin including: Assignment Persn Infrmatin Cntract Infrmatin Vendr Infrmatin Subcntract Infrmatin POS-BP05-UC08-05: Apprve/D Nt Apprve Subcntract The system must allw an authrized user t review and apprve r deny a budget fr a subcntract request. A user must be able t specify key infrmatin abut the apprval decisin including the reasns and cmments fr the apprval decisin. POS-BP05-UC08-06: Ntify Requestr f Apprval Decisin The system must ntify the requestr f the subcntractr apprval decisin using the cntract preferences specified. Purchase f Services Page 503

62 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Amend Cntracts Authrized users will be able t amend r adjust cntract infrmatin in the Unified System, including infrmatin abut the cntract as a whle as well as the details fr the assciated price-based r cstbased cntract budget. The Unified System will supprt a variety f different types f amendments, including amendments that d and d nt affect the verall cmpensatin fr a cntract. Amendments can be initiated by EEC r by a vendr based n security rights. The Unified System will maintain a cmprehensive histry f all cntract amendments including infrmatin abut what was changed (befre and after values), when the infrmatin was changed, and by whm a change was made. Purchase f Services Page 504

63 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC01: Amend Cntract Authrized users will be able t change r amend infrmatin abut a particular cntract. The system will facilitate amending key cntracted related infrmatin, such as the cntract descriptins r terms and cnditins, which des nt affect the cntract verall cmpensatin. Users will als be able t edit cntract budget infrmatin, such as rate, fee and budget line infrmatin, that des impact cmpensatin. The Unified System will supprt the management f the cntract amendment prcess frm the initial creatin thrugh the eventual review and finalizatin prcess. Fllwing is a summary f the key functins prvided in the Amend Cntract use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Amend Cntract Add/Edit Amendment Infrmatin Descriptin Infrmatin Date Infrmatin Term and Cnditin Infrmatin Maximum Obligatin Infrmatin Available Balance Infrmatin Budget Infrmatin (Price and Cst-Based) Specify Amendment Reasn Infrmatin Track Histry f Amendments fr Cntract Set Initial Status f Amendment Ntify Vendr f Cntract Amendment Track Vendr Apprval f Cntract Amendment Maintain Cntract Amendment Checklist View and Update Cntract Amendment Checklist Status Attach Electrnic Dcument t Cntract Amendment View Cntract Amendment Histry Purchase f Services Page 505

64 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP06-UC01-01: Add/Edit Amendment Infrmatin The system must allw an authrized user t amend r change a wide variety f cntract infrmatin. This includes amendments that d and d nt affect vendr cmpensatin. Users must be able t amend key infrmatin abut a cntract including: Descriptin Infrmatin Date Infrmatin Term and Cnditin Infrmatin Maximum Obligatin Infrmatin Available Balance Infrmatin Price-Based Budget Infrmatin (e.g., cntract lines, rates, fees, etc.) Cst-Based Budget Infrmatin (e.g., budget lines) POS-BP06-UC01-02: Change Cntract Descriptin Infrmatin The system must allw an authrized user t amend the descriptin fr a cntract. POS-BP06-UC01-03: Change Cntract Date Infrmatin The system must allw an authrized user t amend infrmatin abut the duratin f the verall cntract including the start and end date infrmatin. The system must be able t cnfirm that any assciated cntract lines fall within the revised start and end date. See Change Price Based Budget Cntract Line Infrmatin fr additinal infrmatin. POS-BP06-UC01-04: Change Cntract Term and Cnditin Infrmatin The system must allw an authrized user t amend the terms and cnditins infrmatin fr a cntract. A user may change, add, r remve terms and cnditins infrmatin. POS-BP06-UC01-05: Change Maximum Obligatin Infrmatin The system must allw an authrized user t increase r decrease the ttal award amunt, r the maximum bligatin, fr a cntract. The system must ensure that the ttal amended amunt fr a cntract des nt exceed the maximum bligatin rules established fr the cntract grup. See Manage Cntract Grup fr additinal infrmatin. POS-BP06-UC01-06: Adjust Available Balance Infrmatin The system must allw an authrized user t adjust the amunt f mney that is available fr billing/payment n a cntract t reflect, fr example, expenditure utside f the system. A user must be able t capture key infrmatin abut any adjustments t the available balance including: Adjustment Date Infrmatin Adjustment Amunt Infrmatin Adjustment Reasn Infrmatin Adjustment Descriptin Infrmatin Cmments Purchase f Services Page 506

65 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC01-07: Change Price-Based Budget Cntract Line Infrmatin Fr cntracts with a price-based budget, the system must allw a user t amend the cntract lines fr the budget. A user may add a new cntract line r adjust key infrmatin abut an existing cntract line including: Effective Date Infrmatin Rate Infrmatin Fee Infrmatin Slt Infrmatin Accunting Line Infrmatin Cmmdity Line Infrmatin Service/Fund Infrmatin POS-BP06-UC01-08: Change Price-Based Budget Cnfirm Amended Effective Dates Falls within Cntract The system must allw an authrized user t amend the effective start and/r end date fr a cntract line. The system must ensure that the amended effective dates fr the cntract fall within the dates f the verall cntract. POS-BP06-UC01-09: Change Price-Based Budget Re-Calculate Available Service Days fr Amended Cntract Line The system must calculate the ttal number f available service days based n the amended cntract line effective dates specified. POS-BP06-UC01-10: Re-Calculate Service Units fr Amended Cntract Line The system must re-calculate the ttal amunt f service units available fr an amended cntract line by multiplying the amended number f available slts by the amended number f available service days. POS-BP06-UC01-11: Re-Calculate Ttal Fees fr Amended Cntract Line The system must determine be able t re-calculate the ttal fees applicable t an amended cntract line including base fee, expansin fees, and ttal fees. The system calculates the fees by multiplying the ttal number f amended slts (by type) by the assciated amended fee amunt (by type). POS-BP06-UC01-12: Re-Calculate Ttal Amunt fr Amended Cntract Line The system must re-calculate the amended verall amunt fr the amended cntract line including the base and expansin slts. The system determines the ttal bligatin amunt fr each type f cntract slt by adding the price f the units (service units * service rate) minus any calculated parent feeds. The system must cnfirm that the amended ttal amunt fr the cntract line des nt exceed the ttal maximum bligatin amunt fr the cntract (if applicable). POS-BP06-UC01-13: Change Cst Based Budget Line Infrmatin Fr cntracts with a cst-based budget, the system must allw a user t adjust key budget line infrmatin. Users must be able add a new budget line, remve an existing budget line, r amend an existing budget line. See Amend Budget Line Infrmatin Redistributin fr additinal infrmatin. Purchase f Services Page 507

66 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC01-14: Specify Amendment Reasn Infrmatin The system must allw an authrized user t specify infrmatin abut the reasn(s) and cmments fr all types f cntract amendments. POS-BP06-UC01-15: Track Histry f Amendments fr Cntract The system must track a histry f amendments t a cntract include infrmatin abut the befre and after values. The system much capture key infrmatin abut each amendment as applicable including: Amendment Amunt Infrmatin Amendment Date Infrmatin (e.g., requested date, apprved date, etc.) Amendment By Infrmatin (e.g., requested by, apprved by, etc.) Amendment Reasn Infrmatin Cmments POS-BP06-UC01-16: Set Initial Status f Amendment The system must be able t assign an initial status t a cntract amendment (e.g., in prgress). The system must be able t set the initial cntract amendment status based n cnfigurable rules. POS-BP06-UC01-17: Ntify Vendr f Cntract Amendment The system must be able t ntify a vendr f cntract changes using the cntract preferences specified. POS-BP06-UC01-18: Track Vendr Apprval f Cntract Amendment The system must be able t track infrmatin abut whether, hw, and when a vendr indicated their cnsent t a cntract amendment. POS-BP06-UC01-19: Maintain Cntract Amendment Checklist The system must default a vendr checklist f cntract amendment required items and activities (e.g., EEC signed amendment mailed t vendr, signed amendment received frm vendr, etc.) based n the cntract grup. A user must be able t add and edit additinal items n the cntract amendment checklist fr a specific cntract. POS-BP06-UC01-20: View and Update Cntract Amendment Checklist Status The system must shw the prgress f a cntract amendment against the cntract amendment checklist. The status f each checklist item may be updated based n related system activity. An authrized user may als be able t update the status f each amendment checklist item. POS-BP06-UC01-21: Attach Electrnic Dcument t Cntract Amendment The system must allw a user t assciate ne r mre electrnic dcuments t a cntract amendment recrd. Mre infrmatin n electrnic dcuments will be available in the technical requirements. POS-BP06-UC01-22: View Cntract Amendment Histry The system must maintain and allw a user t view a histry f amendments ver time fr a cntract including amendments that are in prcess and have been finalized. This includes all types f amendments including amendments, extensins, rates changes, and mre. See Finalize Cntract Amendment fr additinal infrmatin. Purchase f Services Page 508

67 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC02: Amend Budget Line Infrmatin Redistributin Vendrs, such as grant awardees, with cst-based cntracts will be able t request budget line amendments. Specifically prgrams will be able t request a re-distributin f funding between budget lines. The system will determine whether apprval is required fr the budget-line amendment and facilitate the prcess f reviewing and apprving budget line amendments. Fllwing is a summary f the key functins prvided in the Amend Budget Line Infrmatin Redistributin use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Amend Budget Line Infrmatin Redistributin Submit Request fr Budget Line Redistributin Amendment Recalculate Budget Line Ttal Validate Amended Budget Lines Against Budget Rules Validate Amended Budget Lines Against Ttal Award Amunt Determine Whether Apprval is Required fr Budget Amended View Budget Line Amendment s Requests Apprve/D Nt Apprve Amendment Requests Ntify Requestr f Apprval Decisin Re-Calculate Massachusetts Teachers Retirement System Amunt Requirement N: Descriptin POS-BP06-UC02-01: Submit Request fr Budget Line Redistributin Amendment The system must allw an authrized vendr user t submit a request t amend the amunt f mney assciated with ne r mre budget lines within a cst-based cntract. The system must capture key infrmatin abut each request t amend a budget line including: Request Amunt Infrmatin (By Budget Line) Requested Date Infrmatin Requested By Infrmatin Requested Reasn Infrmatin Request Cmments POS-BP06-UC02-02: Recalculate Budget Line Ttal The system must recalculate the ttal fr each amended budget line by adding r subtracting the applicable budget line amendment increase r decrease amunt t/frm the budget line amunt. Purchase f Services Page 509

68 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC02-03: Validate Amended Budget Lines Against Budget Rules The system must be able t execute a series f cnfigurable rules pertaining t the amunt f allwable funding fr the different budget lines and categries based n the rules established fr the assciated cntract grup. Fr example, the system must be able t ensure the amunt f csts assciated with the Administratin and Oversight budget categries represent 8% r less f the ttal award amunt. See Manage Cntract Grups fr additinal infrmatin. POS-BP06-UC02-04: Validate Amended Budget Lines Against Ttal Award Amunt The system must ensure that the sum f the amended budget line amunts des nt exceed the ttal award amunt fr the cntract. POS-BP06-UC02-05: Determine Whether Apprval is Required fr Requested Budget Amended The system must be able t determine whether EEC apprval is required fr a budget line amendment requested based n cnfigurable rules including rules pertaining t the percentage f redistributin change. Fr example, the system must determine that budget line amendments that cnstitute mre than a 10% change between budget categries (e.g., salary, administrative csts, etc.) require apprval. See Manage Cntract Grups fr additinal infrmatin. POS-BP06-UC02-06: View Budget Line Amendments Requests The system must allw an authrized EEC user t view a list f queue f budget line amendment requests. See Finalize Cntract Amendment fr additinal infrmatin. POS-BP06-UC02-07: Apprve/D Nt Apprve Amendment Request The system must allw an authrized EEC user t review and apprve r deny a request t amend ne r mre budget lines. See Finalize Cntract Amendment fr additinal infrmatin. POS-BP06-UC02-08: Ntify Requestr f Apprval Decisin The system must ntify the requestr f the apprval decisin using the cntract preferences specified. POS-BP06-UC02-09: Re-Calculate Massachusetts Teachers Retirement System Amunt The system must be able t calculate the amunt f cntracted payment that needs t be withheld fr the Massachusetts Teacher Retirement System based n the budget line rules defined fr the cntract grup. See Manage Cntract Grup fr additinal infrmatin. Purchase f Services Page 510

69 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC03: Finalize Cntract Amendment An authrized user will be able t finalize a cntract amendment, including the applicable price-based r cst-based budget amendment infrmatin. If an amendment requires supervisry apprval, a user will be able request and a supervisr will be able t apprve the amendment infrmatin. Users will als be able t indicate that all required amendment events and dcuments, including necessary wet signatures, have been btained. The system will ensure that nly finalized cntract amendments will be available fr use in key Unified System prcesses such as the child enrllment prcess. Cntract amendments finalized in the Unified System will be reflected in the Massachusetts Management Accunting and Reprting System (MMARS) via an autmated data exchange. Fllwing is a summary f the key functins prvided in the Finalize Cntract Amendment use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Finalize Cntract Amendment Determine Whether Cntract Amendment Requires Supervisry Apprval Request Apprval f Amendment fr Cntract View Inbx f Cntracts Amendments Requiring Apprval Apprve/D Nt Apprve Amendment fr Cntract Recrd Cntract Amendment Apprval Infrmatin Encumber Funding fr Cntract Amendment Finalize Cntract Amendment View Print Cntract Amendment Reflect Cntract Amendment in MMARS Requirement N: Descriptin POS-BP06-UC03-01: Determine Whether Cntract Amendment Requires Supervisry Apprval The system must determine whether r nt a cntract amendment, including a price-based (unit) r cst-based (prject) cntract amendment requires apprval based n the rules established fr the assciated cntract grup. See Manage Cntract Grup fr additinal infrmatin. POS-BP06-UC03-02: Request Apprval f Amendment fr Cntract If a cntract requires budget apprval, the system must allw an authrized user t indicate that a cntract amendment is ready fr supervisry apprval. The system must be able t track key infrmatin abut each amendment request including: Request Date Infrmatin Request By Infrmatin Request Reasn Infrmatin Cmments Purchase f Services Page 511

70 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC03-03: View Inbx f Cntracts Amendments Requiring Apprval The system must allw an authrized user t view a list r queue f cntracts with amendments that require apprval. A user must be able t filter the list by key infrmatin including: Assignment Persn Infrmatin Cntract Grup Infrmatin Cntract Infrmatin Vendr Infrmatin Amendment Infrmatin POS-BP06-UC03-04: Apprve/D Nt Apprve Amendment Fr Cntract The system must allw an authrized user t review and apprve r deny an amendment fr a cntract. A user must be able t specify key infrmatin abut the apprval decisin including the reasns and cmments fr the apprval decisin. POS-BP06-UC03-05: Recrd Cntract Amendment Apprval Infrmatin The Unified System must allw a user t specify infrmatin abut by whm and when a cntract amendment was apprved including: Apprved By Rle Infrmatin (e.g., General Cunsel, Assciate Cmmissiner fr Purchased Services, etc.) Apprved By Name Infrmatin Apprved Date Infrmatin Cmments POS-BP06-UC03-06: Encumber Funding fr Cntract Amendment The system must allw an authrized user t cmplete the prcess f encumbering the necessary funding t pay fr a cntract amendment. See Exchange Infrmatin with MMARS fr additinal infrmatin. POS-BP06-UC03-07: Finalize Cntract Amendment The system must allw an authrized user t indicate that a cntract amendment is finalized and can be used as the basis f varius prcesses in the Unified System including enrllment and payment related activities. The system must be able t enfrce cnfigurable business rules that vary based n cntract grup and cntract t verify that nly thse cntract amendment that meet the established rules fr finalizatin (e.g., minimal data elements, all checklist items cmplete, etc.) can be submitted n final. POS-BP06-UC03-08: View Print Cntract Amendment The system must be able t generate a frmatted versin f the cmpleted cntract amendment fr viewing, printing, and saving. POS-BP06-UC03-09: Reflect Cntract Amendment in MMARS The system must be able t electrnically exchange infrmatin abut cntract amendment in the Massachusetts Management Accunting and Reprting System (MMARS). See Exchange Infrmatin with MMARS fr additinal infrmatin. Purchase f Services Page 512

71 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC04: Renew Cntract The Unified System will include functinality t facilitate the prcess f renewing r extending a cntract that has r is scheduled t expire. Cntracts are typically renewed at the end f the fiscal year fr a ne year perid. Users will be able t specify key infrmatin abut the cntract renewal perid. The system will cnfirm that the cntract renewal is valid based n the rules defined fr the cntract and cntract grup and will create new cntract/budget line recrds as apprpriate t reflect the renewal. Fllwing is a summary f the key functins prvided in the Renew Cntract use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Renew Cntract View Cntracts with Upcming Expiratins Ntify f Upcming Expiratins Select Cntract(s) t Renew Add/Edit Cntract Renewal Infrmatin Set Initial Status f Cntract Renewal Infrmatin Determine Service Days fr Renewal Perid Create Cntract/Budget Lines fr Renewal Perid Verify Cntract/Budget Lines Against Business Rules Create Cntract Amendment t Reflect Renewal Finalize Cntract Renewal Reflect Cntract Renewal Infrmatin in MMARS Requirement N: Descriptin POS-BP06-UC04-01: View Cntracts with Upcming Expiratins The system must identify cntracts that have r are scheduled t expire within a user-specified time perid (e.g., already expired, expiring within 30 days, etc.). The system must allw a user t filter r limit the list by key infrmatin including: Assignment Infrmatin (e.g., cntract specialist) Cntract Grup Infrmatin Cntract Infrmatin (e.g., regin, cntract expiratin date, status, etc.) Vendr Infrmatin Service/Fund Infrmatin POS-BP06-UC04-02: Ntify f Upcming Expiratins The system must ntified assigned EEC resurces and vendrs f upcming cntract expiratins. Purchase f Services Page 513

72 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC04-03: Select Cntract(s) t Renew The system must allw an authrized user t find and select cntracts t renew r extend. A user must be able t renew ne r mre cntracts at the same time. Users must be able t find cntracts by key infrmatin including: Cntract Grup Infrmatin Cntract Infrmatin (e.g., status, expiratin date, etc.) Vendr Infrmatin Assignment Infrmatin POS-BP06-UC04-04: Add/Edit Cntract Renewal Infrmatin The system must allw an authrized user t renew r extend ne r mre selected cntracts. A user must be able t capture key infrmatin abut the cntract renewals including: Renewal Perid Infrmatin (e.g., n f years t extend, start date, expiratin date, etc.) Renewal Type Infrmatin (e.g., extensin, renewal, etc.) Renewal (Amendment) Reasn Infrmatin Renewal (Amendment) Descriptin Infrmatin Renewal (Amendment) Cmments POS-BP06-UC04-05: Set Initial Status f Cntract Renewal Infrmatin The system must be able t assign the initial status t cntract renewal infrmatin created in the Unified System (e.g., in prgress). The system must be able t set the cntract status based n cnfigurable rules. POS-BP06-UC04-06: Determine Service Days fr Renewal Perid The system must be able t determine the number f service days in the renewal r extensin perid fr each cntract. Fr example, if extending a FY2009 cntract fr ne year, the system must determine the number f service days within FY2010. POS-BP06-UC04-07: Create Cntract/Budget Lines fr Renewal Perid The system must be able t able t end the existing cntract/budget lines and create new extensin lines fr the revised perid based n the renewal perid infrmatin specified. See Create New Cntract fr additinal infrmatin. POS-BP06-UC04-08: Verify Cntract/Budget Lines Against Business Rules The system must execute cnfigurable business rules t validate that the cntract extensin, including applicable cntract/budget lines, adheres the business rules defined fr the cntract and cntract grup. See Manage Cntract Grup and Mange Cntracts fr additinal infrmatin. POS-BP06-UC04-09: Create Cntract Amendment t Reflect Renewal The system must track that a cntract has been amended based n a renewal r extensin. See Amend Cntract fr additinal infrmatin. Purchase f Services Page 514

73 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC04-10: Finalize Cntract Renewal The system must allw an authrized user t specify that a cntract renewal is final. See Finalize Cntract Amendment fr additinal infrmatin. POS-BP06-UC04-11: Reflect Cntract Renewal Infrmatin in MMARS The system must ensure that applicable cntract extensin changes are reflected in the Massachusetts Management Accunting and Reprting System. See Exchange Infrmatin with MMARS fr additinal infrmatin n the MMARS data exchange. Purchase f Services Page 515

74 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC05: Administer Cntract Authrized EEC administratrs will be able t perfrm a variety f administrative functins pertaining t cntracts including deleting, inactivating, and suspending cntracts. Administratrs will als be able t reassign a cntract t a different vendr t crrect a data entry errr r t reflect vendr identity changes. Fllwing is a summary f the key functins prvided in the Administer Cntract use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Administer Cntract Suspend Cntract Delete Cntract/Line Inactivate/Reactivate Cntract/Line Terminate Cntract/Line Update Status f Cntract/Line Reassign Cntracted Vendr Reflect Cntract Changes in MMARS Requirement N: Descriptin POS-BP06-UC05-01: Suspend Cntract The system must allw an authrized administratr t indicate that a cntract has been temprarily suspended. An administratr must be able t capture key infrmatin abut when, why, and fr hw lng a cntract is expected t be suspended. The system must apply business rules t prevent a user frm perfrming key related business prcesses (e.g., enrllment) fr suspended cntracts. POS-BP06-UC05-02: Delete Cntract/Line The system must allw an authrized administratr t remve a cntract that was added in errr. The administratr must be able t remve the cntract as a whle, including all assciated cntract/budget lines, r chse t remve ne r mre specific cntract/budget lines. The system must prevent a user frm deleting a cntract and/r line that has assciated enrllment, attendance, and/r payment infrmatin. POS-BP06-UC05-03: Inactivate/Reactivate Cntract/Line The system must allw an authrized administratr t indicate that a cntract is n lnger active. The administratr must be able t inactivate the cntract as a whle r chse t inactivate ne r mre specific cntract/budget lines. An administratr must be able t capture key infrmatin abut when and why a cntract was inactivated and must be able t reactivate a previusly inactive cntract/line. The system must apply business rules t prevent a user frm perfrming key related business prcesses (e.g., enrllment) fr inactive cntracts/lines. Purchase f Services Page 516

75 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC05-04: Terminate Cntract/Line The system must allw an authrized administratr t indicate that a cntract has ended. An administratr must be able t end the entire cntract r ne r mre specific lines within the cntract. A user must be able t capture key infrmatin abut when and why a cntract was ended including whether it was terminated with r withut cause. The system must apply business rules t prevent a user frm perfrming key related business prcesses (e.g., enrllment) fr terminated cntracts. POS-BP06-UC05-05: Update Status f Cntract/Line The system must allw an authrized administratr t manually update the status f a cntract and/r a cntract/budget line (e.g., in prcess, inactive, etc.). The system must track a histry f changes t cntract status infrmatin including: Status Status Date Status Reasn Status Cmments POS-BP06-UC05-06: Reassign Cntracted Vendr The system must allw an authrized administratr t change the vendr assciated with a cntract. Fr example, an administratr culd change the vendr assciated with a cntract t crrect a data entry errr r t reflect an identity change fr the vendr. See Manage Vendrs fr additinal infrmatin n changing infrmatin, such as the legal name r address, fr a cntracted vendr. POS-BP06-UC05-07: Reflect Cntract Changes in MMARS The system must ensure that applicable cntract changes are reflected in the Massachusetts Management Accunting and Reprting System. See Exchange Infrmatin with MMARS fr additinal infrmatin n the MMARS data exchange. Purchase f Services Page 517

76 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC06: Prcess Underutilized Cntracts The Unified System will facilitate the prcess f finding cntracts that have nt utilized awarded funding as expected. Users will be able t view cntract utilizatin infrmatin, including award, billing, and payment infrmatin, fr a single cntract r acrss cntracts within a cntract grup. The system will prvide functinality t help manage the underutilizatin prcess, including amending cntract ttal and/r slt infrmatin as well as ntifying vendrs f underutilizatin. The system will als help facilitate the transfer f funding resulting frm underutilized cntracts t a flexible funding pl. Fllwing is a summary f the key functins prvided in the Prcess Underutilized Cntracts use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Prcess Underutilized Cntracts Track Cntract Utilizatin Infrmatin Track Cntract Grup Utilizatin Infrmatin Find Underutilized Cntracts Increase/Decrease Maximum Obligatin Increase/Decrease Slts Determine Amunt f Mney t Be Returned t EEC Ntify Vendrs f Underutilized Cntracts Transfer Cntract Funds t Flexible Funding Pl Requirement N: Descriptin POS-BP06-UC06-01: Track Cntract Utilizatin Infrmatin The system must track the utilizatin f funding fr all cntracts in a specified time perid. Users must be able t view key utilizatin related infrmatin fr a cntract as a whle as well as individual lines including: Cntract/Line Ttal Award Amunt Infrmatin (if applicable) Cntract/Line Billed Amunt Infrmatin Cntract/Line Payment Amunt Infrmatin Cntract/Line Unbilled Amunt Infrmatin (e.g., Ttal Amunt Billed Amunt) Cntract/Line Unexpended Amunt Infrmatin (e.g., Ttal Amunt Payment Amunt) Fr cntracts with maximum bligatins, the system must be able t calculate the utilizatin percentage fr the cntract and each f its lines. Purchase f Services Page 518

77 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC06-02: Track Cntract Grup Utilizatin Infrmatin The system must track the utilizatin f funding acrss all cntracts within a cntract grup in a specified time perid. Users must be able t view key utilizatin infrmatin fr a cntract grup including: Cntract Grup Ttal Award Infrmatin (if applicable) Cntract Grup Billed Amunt Infrmatin Cntract Grup Payment Amunt Infrmatin Cntract Grup Unbilled Amunt Infrmatin (e.g., Ttal Amunt Billed Amunt) Cntract Grup Unexpended Amunt Infrmatin (e.g., Ttal Amunt Payment Amunt) POS-BP06-UC06-03: Find Underutilized Cntracts The must allw an authrized user t find cntracts that have nt met a utilizatin target specified. Users must be able t find underutilized cntracts by key infrmatin including: Utilizatin Target Infrmatin (e.g., cntracts that are currently less than X-percent utilized, cntracts with lines that are less than X-percent utilized, etc.) Cntract Grup Infrmatin Cntract/Budget Infrmatin (e.g., prgram type, age grups, etc.) Vendr Infrmatin POS-BP06-UC06-04: Increase/Decrease Maximum Obligatin The system must allw an authrized user t increase r decrease the ttal funding amunt, r maximum bligatin, fr ne r mre cntracts at the same time. A user must be able t capture key infrmatin abut by hw much, when, and why a maximum bligatin was changed. The system must determine the necessary amendments t the cntract infrmatin. See Amend Cntract fr additinal infrmatin. POS-BP06-UC06-05: Increase/Decrease Slts Fr price-based (unit) cntracts, the system must allw an authrized user t increase r decrease the amunt f allwable slts assciated with ne r mre cntracts at the same time. A user must be able t capture key infrmatin abut by hw much, when and why the number f slts was changed. The system must determine the necessary amendments t the cntract infrmatin. See Amend Cntract fr additinal infrmatin. POS-BP06-UC06-06: Determine Amunt f Mney t Be Returned t EEC If mney needs t be returned frm a vendr t EEC, the system must be able t determine and track the amunt f mney wed t EEC. The system must be able t create the necessary ffsetting cntract r accunting transactins t reflect the amunt f mney t be returned. POS-BP06-UC06-07: Ntify Vendrs f Underutilized Cntracts The system must be able t ntify ne r mre vendrs f the underutilizatin f cntracts using the cntact preferences specified. The system must track infrmatin abut when underutilizatin ntificatins were sent t each vendr. Purchase f Services Page 519

78 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC06-08: Transfer Cntract Funds t Flexible Funding Pl The system must allw an authrized user t indicate that funds previusly set aside fr a particular cntract shuld be transferred t the flexible funding pl. Purchase f Services Page 520

79 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC07: Prcess Universal Rate Change Fr cntracts using a price-based (unit) cntract, the Unified System will facilitate the prcess f applying a rate increase t multiple cntracts at the same time. This includes rate increases r reductins that result frm ne time stipends r ther funding changes. Users will be able t simulate the impact f a ptential rate change and apply a rate change t multiple cntracts at the same time. The system will help calculate and ntify vendrs f any payment adjustments that result frm a rate change. Fllwing is a summary f the key functins prvided in the Prcess Universal Rate Change use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Prcess Universal Rate Change Simulate Impact f Ptential Rate Change n Ttal Funding Amunt Simulate Affect f Ptential Ttal Funding Amunt Change n Rate Specify Cntracts/Lines t Amend Add/Edit Rate Change Amendment Infrmatin Set Initial Status f Rate Change Amendment Amend Cntract Lines t Reflect Revised Rate Cnfirm Cntract Lines Against Cntract Rules Finalize Amendment fr Rate Change Prcess Vendr Payment Adjustments Ntify Vendr f Rate Changes Reflect Rate/Payment Change and Stipend Infrmatin in MMARS Purchase f Services Page 521

80 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP06-UC07-01: Simulate Impact f Ptential Rate Change n Ttal Funding Amunt The system must be able t simulate the impact that a ptential rate change wuld have if it was applied t ne r mre price-based cntracts. Users must be able t specify key infrmatin abut the ptential rate change including infrmatin abut the ptential cntracts t amend and the ptential rate change t apply including: Rate Change Infrmatin including: Rate Change Amunt Infrmatin Rate Change Effective Date Infrmatin Affected Cntract Grup Infrmatin (e.g., incme eligible cntracts, supprtive child care cntracts, etc.) Affected Cntract/Line Infrmatin including: Affected Regin Infrmatin (e.g., all cntracts lines in Bstn regin) Affected Prgram Type Infrmatin (e.g., all family child care lines and all grup child care lines) Affected Age Grup Infrmatin (e.g., all infant/tddler cntract line) Affected Quality Tier Infrmatin (e.g., all quality levels, quality level 1, etc.) Ptential Slt Utilizatin Infrmatin (e.g., assume slts 100% utilized, assume slts 80% utilized, etc.) Affected Vendr Infrmatin The system must be able t determine the ptential impact t the ttal funding, r maximum bligatin, fr ne r mre cntracts based n the ptential rate change infrmatin specified. Purchase f Services Page 522

81 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC07-02: Simulate Impact f Ptential Ttal Funding Amunt Change n Rate The system must allw an authrized user t simulate the impact that a ptential change t the amunt f ttal funding available (e.g., $1 millin increase due t ARRA funding) wuld have n individual cntract rates. User s must be able t recrd key infrmatin abut the ptential funding change including: Ttal Funding Change Infrmatin including: Funding Change Amunt Infrmatin Funding Effective Date Infrmatin Affected Cntract Grup Infrmatin (e.g., all incme eligible cntracts) Affected Cntract/Line Infrmatin including: Affected Regin Infrmatin (e.g., all cntracts lines in Bstn regin) Affected Prgram Type Infrmatin (e.g., all family child care lines and all grup child care lines) Affected Age Grup Infrmatin (e.g., all infant/tddler cntract line) Affected Quality Tier Infrmatin (e.g., all quality levels, quality level 1, etc.) Ptential Slt Utilizatin Infrmatin (e.g., assume slts 100% utilized, assume slts 80% utilized, etc.) Affected Vendr Infrmatin POS-BP06-UC07-03: Specify Cntracts/Lines t Amend The system must allw a user t specify which cntracts and assciated cntract lines t amend fr a rate change. Users must be able t amend ne r mre cntracts at the same time. Users must be able t find and select applicable cntracts by key infrmatin including: Cntract Grup Infrmatin (e.g., incme eligible child care, supprtive child care) Cntract/Line Infrmatin (e.g., status, date, regin, prgram type, age grup, rate, quality tier, etc.) Vendr Infrmatin POS-BP06-UC07-04: Add/Edit Rate Change Amendment Infrmatin The system must allw an authrized user t capture key infrmatin abut a rate change amendment including: Rate Change Type Infrmatin (e.g., stipend, ARRA, 9C, etc.) Rate Change Amunt Infrmatin Rate Change Effective Date Infrmatin Rate Change (Amendment) Reasn Infrmatin Rate Change (Amendment) Cmments Infrmatin Purchase f Services Page 523

82 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC07-05: Set Initial Status f Rate Change Amendment The system must be able t assign an initial status t a cntract amendment (e.g., in prgress) resulting frm a universal rate change. The system must be able t set the initial cntract amendment status based n cnfigurable rules. POS-BP06-UC07-06: Amend Cntract Lines t Reflect Revised Rate The system must be able t determine which cntract lines are affected by the rate change. The system must be able t amend the cntract lines t reflect the rate change infrmatin including the revised amunt and effective date infrmatin. Fr example, if applicable, the system must be able t end existing cntract lines and create new cntract lines t reflect a rate change. See Amend Cntract fr additinal infrmatin. POS-BP06-UC07-07: Cnfirm Cntract Lines Against Cntract Rules The system must cnfirm that amended r new cntract lines adhere t the applicable rules fr the cntract and cntract grup. Fr example, the system must ensure that a new cntract line falls within the allwable dates fr the cntract and that the ttal f the cntract lines des nt exceed the maximum bligatin fr the cntract. See Amend Cntract fr additinal infrmatin. POS-BP06-UC07-08: Finalize Amendment fr Rate Change A user must be able t indicate that a cntract amendment as a result f a massive rate change is final. See Finalize Cntract Amendment fr additinal infrmatin. POS-BP06-UC07-09: Prcess Vendr Payment Adjustments The system must be able t determine whether there are any necessary payment adjustments fr a vendr based n the rate change infrmatin specified. Fr example, if a rate has been retractively increased, the system must be able t determine any retractive payment adjustments required fr the services prvided. The system must be able t cnsider a wide variety f infrmatin when calculating payment adjustments including rate, attendance, billing, payment, and available balance infrmatin. See Pay Vendrs fr additinal infrmatin. POS-BP06-UC07-10: Ntify Vendr f Rate Changes The system must be able t ntify the vendr f assciated rate and/r payment changes using their cntract preferences specified. POS-BP06-UC07-11: Reflect Rate/Payment Change and Stipend Infrmatin in MMARS The system must be able t electrnically exchange infrmatin abut the rate change amendment and/r payment infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). See Exchange Infrmatin with MMARS fr additinal infrmatin. Purchase f Services Page 524

83 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC08: Prcess One Time Stipend The Unified System will allw authrized users t create and award ne-time stipends t sets f vendrs as needed. Stipends can cver summer funds r ther ne-time expenses. Users will be able t select the prgrams t receive the stipend and the award infrmatin will be shared with MMARS fr payment. Fllwing is a summary f the key functins prvided in the Prcess One Time Stipend use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Prcess One Time Stipend Select Vendrs fr One-Time Stipend Add/Edit One-Time Stipend Track Stipend Payment Vid Stipend Ntify Vendr f One-Time Stipend Award Exchange Stipend Infrmatin in MMARS Requirement N: Descriptin POS-BP06-UC08-01: Select Vendrs fr One-Time Stipend The system must allw an authrized user t recrd a ne-time stipend t ne r mre prgrams. Users must be able t select prgrams t receive the stipend by: Vendr Infrmatin (e.g., vendr cde, etc.) Cntract Grup Infrmatin Cntract Line Infrmatin Service/Fund Infrmatin POS-BP06-UC08-02: Add/Edit One-Time Stipend The system must allw an authrized user t capture key infrmatin abut a stipend including: Bill Date Bill End Date Stipend Service/Fund Infrmatin Stipend Amunt Stipend Reasn Cde Stipend Descriptin POS-BP06-UC08-03: Track Stipend Payment The system must track whether and when a ne-time stipend was paid. Purchase f Services Page 525

84 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP06-UC08-04: Vid Stipend The system must allw an authrized user t vid a ne-time stipend fr ne r mre prgrams. A user must be able t capture the fllwing infrmatin abut the vid: Stipend Infrmatin Vid Date Infrmatin Vid Reasn Infrmatin Vid Cmments Vided stipends are n lnger available fr payment. POS-BP06-UC08-05: Ntify Vendr f One-Time Stipend Award The system must be able t ntify the vendr f the award f a ne-time stipend using their cntract preferences specified. POS-BP06-UC08-06: Exchange Stipend Infrmatin in MMARS The system must be able t electrnically exchange infrmatin abut the ne-time stipend with the Massachusetts Management Accunting and Reprting System (MMARS) fr payment and tracking. See Exchange Infrmatin with MMARS fr additinal infrmatin. Purchase f Services Page 526

85 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Pay Vendrs The system will allw child care prgrams and ther cntracted vendrs t submit payment requests nline t EEC based n the peridic nature f the cntract. Child care prviders will submit service delivery reprts fr reimbursement fr all subsidized child care; CCR&Rs will submit mnthly expenditure reprts fr infrmatin and referral cntracts; and grantees will submit requests fr funds nline. Payment requests will be ruted t the apprpriate accunt specialist fr review and apprval. Users will use the Unified System tls t cmmunicate with prgrams cncerning any billing discrepancies and resubmit payment request if needed. Once apprved, payments will be sent MMARS fr electrnic payment. Users will als be able t receive and accunt fr returned funds frm verpaid vendrs and will be able t stp payments fr vendrs in vilatin f an EEC r ther Cmmnwealth fiscal rule. When apprpriate, users will be able t use the system t initiate a recupment and establish a payment plan fr a prgram r individual. Purchase f Services Page 527

86 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC01: Submit Payment Request Prgrams, intermediaries, and thers with cntracts fr services with EEC will be able t submit requests fr reimbursement nline. Prgrams prviding child care services t families via vuchers r cntracted slts will be able t submit a mnthly Service Delivery Reprt. Intermediaries with referral and ther cntracts will be able t submit Mnthly Expenditure Reprts, and grantees will be able t submit quarterly Requests fr Funds nline. Organizatins will be able t track the status f their payments nline and view a histry f previus requests. Fllwing is a summary f the key functins prvided in the Submit Payment Request use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Submit Payment Request Ntify f Payment Request Due Submit Service Delivery Reprt Online Submit Mnthly Expenditure Reprt Online Submit Request fr Funds Submit Payment Vucher Specify Subcntractr Payments Track Payment Request Histry and Status Requirement N: Descriptin POS-BP07-UC01-01: Ntify f Payment Request Due The system must be able t determine when a payment request is due based n cnfigurable rules and a pre-defined timeframe. The system must be able t remind a vendr f a payment request that is due using the cntact preferences specified. POS-BP07-UC01-02: Submit Service Delivery Reprt Online The system must allw an authrized user (e.g., child care prgrams with vuchers r cntracted slts) t electrnically submit a service delivery reprt (SDR). SDRs are submitted alng with a cmpleted payment vucher in rder fr a payment t be made t the cntractr fr child care reimbursement. The system must ensure that nly thse SDRs that meet the threshld fr submissin (e.g., required data elements, etc.) are able t be submitted. The system must apply a series f cnfigurable submissin rules t be defined in accrdance with EEC regulatins and plicy. See Submit Child Care Payment Request fr additinal details. POS-BP07-UC01-03: Submit Mnthly Expenditure Reprt Online The system must allw an authrized user (e.g., CCR&R) t submit an electrnic versin f a mnthly expenditure reprt nline which cntains the mnthly expenditures based n an apprved budget and cntract. The Mnthly Expenditure Reprt (MER) will be submitted alng with a payment vucher frm the rganizatin. The system must ensure that nly thse Mnthly Expenditure Reprts that meet the threshld fr submissin (e.g., required data elements, etc.) are able t be submitted. The system must apply a series f cnfigurable submissin rules t be defined in accrdance with EEC regulatins and plicy. Purchase f Services Page 528

87 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC01-04: Submit Request fr Funds The system must allw an authrized user (e.g., grantees) t submit a request fr funds n a peridic basis (typically quarterly). Accrding t EEC plicy, grantees requesting funds must have expended 80% f previus payments in rder t receive the next payment. A user must be able t submit infrmatin abut the grantee s expenditures fr the previus quarter alng with the request. POS-BP07-UC01-05: Submit Payment Vucher The system must allw an authrized user t submit an electrnic payment vucher nline. The system must ensure that nly thse payment vuchers that meet the threshld fr submissin (e.g., required data elements, etc.) are able t be submitted. The system must apply a series f cnfigurable submissin rules t be defined in accrdance with EEC regulatins and plicy. POS-BP07-UC01-06: Specify Subcntractr Payments The system must allw an authrized user t specify which, if any, expenses fr reimbursement are assciated with a subcntractr fr the cntract. POS-BP07-UC01-07: Track Payment Request Histry and Status The system must allw an authrized user t track the status f all payment requests (e.g., pending, paid, etc.) submitted by the rganizatin. A user must be able t view a histry f payment requests submitted by the rganizatin, including the fllwing infrmatin: Payment Request Infrmatin (e.g., date submitted, submitted by user, etc.) Payment Apprval Infrmatin (e.g., apprval status, date apprved, etc.) Payment MMARS Prcessing Infrmatin (e.g., MMARS status, date prcessed in MMARS, etc.) Payment Schedule Infrmatin (e.g., payment status, date scheduled fr payment, etc.) The system must shw a calculated ttal fr all payment requests submitted by the rganizatin. A user must be able t filter the list f payment requests by: Payment Request Type (e.g., SDR, requests fr funds, etc.) Payment Request Date Infrmatin Payment Date Infrmatin Payment Status Infrmatin (e.g., submitted, apprved, scheduled fr payment, paid, etc.) Purchase f Services Page 529

88 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC02: Apprve Payment Requests EEC users will be able t track all anticipated and received payment requests frm child care prviders, intermediaries, grantees, and thers. Users will be able t search and find specific payment requests and view an inbx f requests that require review and apprval. Based n rules, the system will assign payment requests t different accunt specialists fr prcess, and the system will aid accunt specialists in identifying, tracking, and reslving payment discrepancies. Fllwing is a summary f the key functins prvided in the Apprve Payment Requests use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Apprve Payment Requests Assign Accunt Specialist Find Payment Requests View Queue f Payment Requests Requiring Prcessing Check Payment Request Against Cntract Budgets Track Payment Discrepancies Ntify f Discrepancy Cancel r Crrect Payment Request Spt Check Recrds Apprve/D Nt Apprve Payment Request Track Payment Requests Against Anticipated Payment List Ntify Prgram f Nn-Receipt f Payment Requests Requirement N: Descriptin POS-BP07-UC02-01: Assign Accunt Specialist The system must be able t assign an accunt specialist t payment requests based n the type f payment request and the prgram submitting the request. Users must be able t assign and reassign accunt specialists. Purchase f Services Page 530

89 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC02-02: Find Payment Requests The system must allw an authrized user t find and view payment requests, including by searching by the fllwing infrmatin: Apprpriatin Accunt Infrmatin Service/Fund Infrmatin Vendr Infrmatin (e.g., vendr name, vendr number, etc.) Accunt Specialist Assignment Infrmatin Payment Tracking Infrmatin (e.g., payment numbers, etc.) Payment Request Type (e.g., SDR, requests fr funds, etc.) Prcessing Date Infrmatin (e.g., submitted date, apprved date, send t MMARS date, payment scheduled date, payment date, etc.) Payment Status Infrmatin (e.g., submitted, apprved, scheduled fr payment, paid, etc.) Payment Discrepancy Infrmatin POS-BP07-UC02-03: View Queue f Payment Requests Requiring Prcessing The system must allw an authrized user t view a list r queue f payment requests that require prcessing r apprval by an EEC accunt specialist. A user must be able t filter the list by key infrmatin including: Apprpriatin Accunt Infrmatin Service/Fund Infrmatin Vendr Infrmatin (e.g., vendr name, vendr number, etc.) Accunt Specialist Assignment Infrmatin Payment Tracking Infrmatin (e.g., payment numbers, etc.) Payment Request Type (e.g., SDR, requests fr funds, etc.) Prcessing Date Infrmatin (e.g., submitted date, apprved date, send t MMARS date, payment scheduled date, payment date, etc.) Payment Status Infrmatin (e.g., submitted, apprved, scheduled fr payment, paid, etc.) Payment Discrepancy Infrmatin Users must be able t track hw many payment requests require prcessing by accunt specialist assignment. POS-BP07-UC02-04: Check Payment Request Against Cntract Budgets The system must be able t check and validate a submitted payment request against the cntract maximum bligatin and the amunt that the prvider has expended t date based n EEC regulatins and plicy in rder t determine if a payment shuld be apprved. Fr example, a grantee must have expended 80% f a previus payment in rder t receive their next payment. A user must be able t verride and authrize payment when necessary. Purchase f Services Page 531

90 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC02-05: Track Payment Discrepancies The system must allw a user t view the details f the payment request and allw a user t identify and flag payment discrepancies fr a payment request. The user must be able t recrd the fllwing infrmatin: Discrepancy Type (e.g., n PV submitted, ver maximum bligatin, cntract being amended, etc.) Discrepancy Descriptin A user must be able t reassign the payment t anther user (e.g., assciate cmmissiner) fr review and fllw up. A user must be able t set reminders fr fllw-up. POS-BP07-UC02-06: Ntify f Discrepancy The system must be able t ntify key users (e.g., cntracted prvider, assciate cmmissiner, etc.) f discrepancies regarding payment requests fr accunting and fiscal mnitring purpses. The system will ntify key persnnel by the specific cntact preferences specified. POS-BP07-UC02-07: Cancel r Crrect Payment Request The system must be able t cancel r crrect a previusly submitted payment request. A user must be able t recrd a reasn(s) r cmments fr the cancellatin r crrectin f a payment request. The system must maintain a histry f all payment requests that were crrected and/r cancelled. POS-BP07-UC02-08: Spt Check Recrds The system must allw an authrized user t generate a randm set f X number (r X percent) f payment request recrds in rder t cmpare against ther infrmatin r filings. A user must be able t generate a randm sample by specifying the fllwing infrmatin: % f Ppulatin r Ttal Number f Sample Recrds Apprpriatin Accunt Infrmatin Service/Fund Infrmatin Accunt Specialist Assignment Infrmatin Payment Request Type (e.g., SDR, requests fr funds, etc.) Prcessing Date Infrmatin (e.g., submitted date, apprved date, send t MMARS date, payment scheduled date, payment date, etc.) Payment Status Infrmatin (e.g., submitted, apprved, scheduled fr payment, paid, etc.) Payment Discrepancy Infrmatin POS-BP07-UC02-09: Apprve/D Nt Apprve Payment Request The system must allw an authrized user (e.g., accunt specialist, assciate cmmissiner, etc.) t apprve r nt apprve a payment request fr accunting purpses. If the payment request is apprved, the system must recrd the apprval infrmatin and ntify the wner f the payment request abut the apprval. If the payment request is nt apprved, the system must recrd that the apprval has been denied and allw a user t enter ntes cncerning the deficiencies with the payment request. The system must ntify the payment requestr abut the denial including reasns fr the denial. The wner must be able t revise and resubmit the payment request fr subsequent apprval. Purchase f Services Page 532

91 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC02-10: Track Payment Requests Against Anticipated Payment List The system must be able t track submitted payment requests against a list f expected payments t be paid in a given payment cycle in rder t determine the payment requests that were nt received by EEC. A user must be able t view a list f anticipate payment requests nt received (e.g., grantees that have nt filed quarterly Request fr Funds, prgrams nt filing Service Delivery Reprt, etc.). POS-BP07-UC02-11: Ntify Prgram f Nn-Receipt f Payment Requests The system must be able t ntify a prgram that EEC has nt received a payment request frm them. The system must ntify the prgram using the cntact preferences specified fr the prgram. Purchase f Services Page 533

92 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC03: Prcess MMARS Payment Fr apprved payment requests, the system will queue and submit prperly frmatted payment interface dcuments t MMARS fr payment. The system will receive and recrd payment infrmatin returned frm MMARS and will ntify the payment requestr f the scheduled payment infrmatin. Fllwing is a summary f the key functins prvided in the Prcess MMARS Payment use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Prcess MMARS Payment Submit Apprved Payment Requests t MMARS Recrd Payment Details Ntify Payment Requestr f Payment Status Requirement N: Descriptin POS-BP07-UC03-01: Submit Apprved Payment Requests t MMARS The system must allw an authrized user t submit an apprved payment request t MMARS fr payment. The system must ensure that nly thse payment request that meet the threshld fr submissin (e.g., required data elements, etc.) are able t be submitted. The system must apply a series f cnfigurable submissin rules t be defined in accrdance with EEC regulatins and plicy. See Exchange Infrmatin with MMARS fr additinal infrmatin. POS-BP07-UC03-02: Recrd Payment Details The system must allw an authrized user t track the status f a payment submitted t MMARS (e.g., pending, paid, etc.). The system must recrd the details f the scheduled payment received frm MMARS (e.g., payment status, payment number, scheduled payment date, etc.) POS-BP07-UC03-03: Ntify Payment Requestr f Payment Status The system must ntify the payment requestr f the status f a payment submitted t MMARS by the specific cntact preferences specified fr the rganizatin. Purchase f Services Page 534

93 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC04: Receive Returned Funds Fr vendrs verpaid fr services, the system aid users in tracking excess mneys wed t EEC and recrd the receipt f returned funds. The returned funds will be included in daily depsits, and the system will generate a transactin t MMARS t recrd the receipt f the returned funds. Fllwing is a summary f the key functins prvided in the Receive Returned Funds use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Receive Returned Funds Track Excess Mneys Owed Add/Edit Receipt f Returned Funds Generate Daily Depsit Credit Assciated Cntract Add/Edit Expenditure Refund/Credit Receipt Infrmatin Prcess MMARS Returned Funds Exchange Requirement N: Descriptin POS-BP07-UC04-01: Track Excess Mneys Owed The system must track the excess mney wed by a vendr. Mneys may be wed fr unspent mney at the end f a grant r fr balances created when a crrectin is made t a past billing cycle. A user must be able t view a list f vendrs wing EEC repayment, including Vendr Infrmatin Excess Balance Infrmatin Original Payment Infrmatin Due Date Infrmatin POS-BP07-UC04-02: Add/Edit Receipt f Returned Funds The system must allw an authrized user t add r edit infrmatin abut a receipt f returned funds frm a cntracted vendr. A user must be able t recrd key infrmatin abut the receipt including: Vendr Infrmatin Returned Fund Amunt Infrmatin Payment Methd Infrmatin (e.g., check, mney rder, EFT, etc.) Date Infrmatin Original Payment Infrmatin Cmments Purchase f Services Page 535

94 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC04-03: Generate Daily Depsit The system must allw an authrized user t generate a daily depsit reprt which cntains all the depsits fr returned funds fr the day alng with the crrespnding amunts. The daily depsit reprt must cntain a grand ttal f depsits fr the day. See Depsit Payment fr mre infrmatin n daily depsits. POS-BP07-UC04-04: Credit Assciated Cntract The system must be able t recrd infrmatin fr funds returned fr a particular cntracted vendr (e.g., amunt, etc.). Fr example, unspent mney that has been returned frm a grantee must be recrded in the system fr that grantee in rder t calculate the grantee s ttal budget versus their actual expenditures. POS-BP07-UC04-05: Add/Edit Expenditure Refund/Credit Receipt Infrmatin The system must be able t add r edit infrmatin abut an Expenditure Refund (ER) and Credit Receipt (CR) transactin that will be sent t MMARS. A user must be able t recrd key infrmatin abut an expenditure refund r credit receipt including: Vendr Infrmatin (e.g., vendr name, vendr cde, etc.) Fiscal Year Infrmatin (ER transactin fr current fiscal year, CR fr prir fiscal year) Payment Infrmatin (e.g., riginal payment dcument fr which the refund was received) Cmments POS-BP07-UC04-06: Prcess MMARS Returned Funds Exchange The system must allw an authrized user t submit a returned funds transactin t MMARS fr credit. The system must ensure that nly thse returned funds that meet the threshld fr submissin (e.g., required data elements, etc.) are able t be submitted. The system must apply a series f cnfigurable submissin rules t be defined in accrdance with EEC regulatins and plicy. See Exchange Infrmatin with MMARS fr additinal infrmatin. Purchase f Services Page 536

95 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC05: Prcess Stp Payment The system will allw authrized users t recrd and enfrce a stppage, hld, r ffset f payment t a vendr based n EEC sanctin r request frm anther agency. Users will be able t wrk with vendrs t reslve the underlying deficiency and create an apprpriate crrective actin plan t avid r remve the payment sanctin. The system will facilitate the cmmunicatin f payment rder infrmatin with intermediaries and thers. Fllwing is a summary f the key functins prvided in the Prcess Stp Payment use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Prcess Stp Payment Add/Edit Request fr Stp Payment Track Requests fr Stp Payment Ntify f Requests fr Stp Payment Request Crrective Actin Plan Track Crrective Actin Status Recrd Crrective Actin Plan Place n Nn-Payment Schedule Ntify f Nn-Payment Schedule Lift Stp Payment Sanctin Ntify f Lifting Sanctin Attach Electrnic Dcuments fr Stp Payment Requirement N: Descriptin POS-BP07-UC05-01: Add/Edit Request fr Stp, Hld, r Offset Payment The system must allw an authrized user t add r edit requests t stp, hld, r ffset payments fr a vendr. Fr example, the Operatinal Services Divisin (OSD) may request t stp a payment t a vendr as a penalty r sanctin fr filing errrs. The system must be able t capture key infrmatin abut each request including: Stp Payment Request Date Stp Payment Type (e.g., stp payment, hld payment until, ffset future payments, etc.) Stp Payment Originatr Infrmatin (e.g., OSD, EEC, etc.) Stp Payment Reasn Infrmatin Payment Types t Stp (e.g., cntracted slts, grants, etc.) Cmments Purchase f Services Page 537

96 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC05-02: Track Requests fr Stp Payment The system must be able t track all stp payments. A user must be able t view a histry f all stp payments and must be able t filter the list by: Stp Payment Date Vendr Infrmatin (e.g., Vendr name, Vendr number, etc.) Stp Payment Originatr Infrmatin (e.g., OSD, EEC, etc.) Stp Payment Reasn Infrmatin Payment Types t Stp (e.g., cntracted slts, grants, etc.) POS-BP07-UC05-03: Ntify f Requests fr Stp Payment The system must be able t ntify key persnnel (e.g., directr f audit reslutin) f the impsitin f a stp payment. The system must ntify the key persnnel using the cntact preferences specified fr the key persnnel. POS-BP07-UC05-04: Request Crrective Actin Plan The system must allw an authrized user t request a crrective actin plan fr a stpped payment request. Fr example, EEC may request a cntractr t submit a crrective actin plan in rder t crrect an issue such as filing a cmplete Unifrm Financial Reprt (UFR). See Cmplete Crrective Actin Plan fr additinal infrmatin. POS-BP07-UC05-05: Track Crrective Actin Status The system must track the actin plan status, prgress, and histry fr a prgram with a stp payment. The system must track a histry f all updates made t a stp payment crrective actin plan. POS-BP07-UC05-06: Recrd Crrective Actin Plan The system must allw an authrized user t recrd the details f the crrective actin plan t reslve the deficiencies fr the stpped payment. The user must be able t specify the steps the vendr will undertake t address the deficiency. POS-BP07-UC05-07: Place n Nn-Payment Schedule The system must be able t place a vendr n a nn-payment schedule. The system must hld r stp payments t vendrs with an active stp payment in the system. A user must be able t specify which types f payments t stp and the duratin f the stp payment. POS-BP07-UC05-08: Ntify f Nn-Payment Schedule The system must be able t ntify an agency r intermediary (e.g., CCR&R) abut a vendr being placed n a nn-payment schedule. Fr example, the system must ntify a CCR&R t nt pay a particular child care prgram because they were placed n a nn-payment schedule. POS-BP07-UC05-09: Lift Stp Payment Sanctin The system must allw an authrized user t lift a stp payment sanctin. The system must allw an authrized user t recrd a reasn(s) r cmments fr the lift f sanctin. Purchase f Services Page 538

97 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC05-10: Ntify f Lifting Sanctin The system must allw an authrized user t ntify key persnnel f the lifting f a sanctin by the cntact preferences specified. Fr example, nce EEC receives a ntificatin frm OSD t lift a sanctin, EEC will be able t ntify the Assciate Cmmissiner fr Accunting and assciated CCR&R abut the lifted sanctin. POS-BP07-UC05-11: Attach Electrnic Dcuments fr Stp Payment The system must allw an authrized user t attach an electrnic dcument (e.g., sanctin letter, crrective actin plan, OSD letter lifting a sanctin, etc.) fr a stp payment. Mre infrmatin n electrnic dcuments will be available in the technical requirements. Purchase f Services Page 539

98 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC06: Recup Vendr Funds The system will allw the recrding and apprval f a recupment fr mneys wed by a vendr r an individual receiving financial assistance. Fr apprved recupment effrts, user will be able t created a repayment plan and cmmunicate with the vendr r individual abut the prcess fr repayment. Additinally, users will be able t track the status f all active recupment rders. Fllwing is a summary f the key functins prvided in the Recup Vendr Funds use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Recup Vendr Funds Add/Edit Recupment Infrmatin Apprve/D Nt Apprve Recupment Create Repayment Plan Ntify Vendr/Individual f Recupment Add/Edit Reminders fr Recupment Respnse Due Debit Vendr Future Payments Track Outstanding Recupment Orders Requirement N: Descriptin POS-BP07-UC06-01: Add/Edit Recupment Infrmatin The system must be able t add r edit infrmatin abut a recupment frm a vendr r an individual receiving EEC financial assistance. A user must be able t add r edit key infrmatin abut a recupment including: Vendr/Individual Infrmatin Original Payment Infrmatin Recupment Amunt Infrmatin Recupment Date Infrmatin (e.g., payment due date, etc.) Recupment Reasn/Explanatin Infrmatin Cmments POS-BP07-UC06-02: Apprve/D Nt Apprve Recupment The system must prvide a queue f pending recupments fr apprval by an authrized user (e.g., directr f audit reslutin). If apprved, the system must recrd the apprval infrmatin and ntify the riginatr f the recupment request f the apprval. If the recupment is nt apprved, the system must recrd that the apprval has been denied and allw a user t enter ntes cncerning the deficiencies in the recupment. The system must ntify the wner f the recupment abut the denial including the reasns fr the denial. The wner must be able t revise and resubmit the recupment fr subsequent apprval. Purchase f Services Page 540

99 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP07-UC06-03: Create Repayment Plan The system must allw an authrized user t create a repayment plan that cntains the status, prgress, and histry fr a cntracted prvider with a recupment f funds. A user must be able t specify the amunt and frequency fr the repayment plan and a due date fr the entire recupment t be cmpleted. The system must track a histry f all updates made t a repayment plan. POS-BP07-UC06-04: Ntify Vendr/Individual f Recupment The system must ntify a cntractr f the decisin t recup mney and any resulting payment plan fr the repayment f mneys wed. The system must ntify the vendr/individual based n the specified cntact preferences. POS-BP07-UC06-05: Add/Edit Reminders fr Recupment Respnse Due The system must allw an authrized user t add r edit reminders fr a user regarding a recupment respnse that is due frm a vendr. See Manage Cntract Reminders fr additinal infrmatin. POS-BP07-UC06-06: Debit Vendr Future Payments If the vendr is nt n a stp payment, a user must be able t debit future payments t a vendr fr the recupment amunt. A user must be able t specify the schedule by which future payments will be debited t recup mneys wed. The system must be able t supprt recupment frm any frm f future payment managed by the Unified System, including grant, cntract, and vucher payments. POS-BP07-UC06-07: Track Outstanding Recupment Orders The system must be able t track infrmatin abut any utstanding recupment rders including: Vendr/Individual Infrmatin Original Payment Infrmatin Repayment Plan Infrmatin Recupment Amunt Recupment Due Date Purchase f Services Page 541

100 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Mnitr Cmpliance and Assess Risk The Mnitr Cmpliance and Assess business prcess describes the nline tls available t EEC fiscal staff t assess and manage fiscal risk t the Department. The system will aid fiscal mnitrs in assessing vendr risk and perfrming the actins required based n the findings f annual risk reviews. Users will be able t cllect dcuments, schedule visits and reviews, and crrespnd with vendrs. When fiscal nncmpliances are identified r reprted, fiscal users will be able t track and reslve the underlying issues, including the creatin, apprval, and versight f crrective actin plans. On a peridic basis, the system will aid user in selecting a randm sample f vendrs t audit and will allw users t specify ther vendrs t audit as well. Fr each nging audit, users will be able t track and recrd needed dcuments and schedule audit visits and meetings. When needed, referrals can be made t EEC Legal r t ther agencies. Purchase f Services Page 542

101 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC01: Assess Vendr Risk The system will aid fiscal mnitrs and thers in identifying vendrs at financial risk. Users will be able t recrd the utcmes f fiscal reviews and the risk levels identified using the annual Prvider Risk Assessment and Analysis Review (PRAAR) tl. Based n the risk level f the vendr, fiscal mnitrs will be able t schedule desk and n-site reviews and set reminders fr the scheduling f fllw-up reviews and visits. Users will als be able t uplad supprting dcuments assciated with a fiscal review r a vendr s financial health. The system will als allw users t subscribe t ntificatins abut key events r updates t vendrs. Fllwing is a summary f the key functins prvided in the Assess Vendr Risk use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Assess Vendr Risk View Fiscal Cmpliance Infrmatin Recrd Fiscal Cmpliance Metrics Recrd Risk Assessment Results Schedule Events Based n Risk Assessment Uplad Fiscal Mnitring Dcuments Track Updates t Prgrams At Risk Requirement N: Descriptin POS-BP08-UC01-01: View Fiscal Cmpliance Infrmatin The system must allw an authrized user t view summary prgram infrmatin fr fiscal mnitring purpses including: Licensing Infrmatin (e.g., licensr assignment, licensing status, cmplaints, sanctins, etc.) Accunting Infrmatin (e.g., payment requests, payments received, insufficient funds payments, etc.) Cntracting Infrmatin (e.g., active cntract details, budgets, balances, cntracted slts, etc.) Waitlist Management Infrmatin (e.g., families placed n waitlist, vucher usage, etc.) Purchase f Services Page 543

102 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC01-02: Recrd Fiscal Cmpliance Metrics As a result f a fiscal review, the system must be able t recrd the key metrics assciated with fiscal health and cmpliance f a vendr, including: Unifrm Financial Statement and Independent Auditr s Reprt (UFR) Filings status Current Assets Current Liabilities Days in Cash Days in Receivables Other fiscal metrics The system must be able t maintain a histry f these metrics ver time (e.g., current assets as f 1/1/2009 and current assets as f 7/1/2009). POS-BP08-UC01-03: Recrd Risk Assessment Results The system must be able t add r edit the result and summary infrmatin abut an annual Prvider Risk Assessment and Analysis Review (PRAAR). Based n the PRAAR results, the system must be able t recrd the level f financial risk psed by vendrs. The system must als be able t capture the risk level infrmatin fr a vendr, including the fllwing: Risk Categry Lw Risk (desk review) Medium Risk (desk review, ne n-site review during life f cntract) High Risk (desk review, n-site mnitring review, 6 mnth fllw-up n-site review, 12 mnth fllw-up desk review) PRAAR Infrmatin (e.g., scre, date, etc.) PRAAR Fiscal Mnitr Assigned Risk Cmments POS-BP08-UC01-04: Schedule Events Based n Risk Assessment The system must prmpt the user t schedule desk and n-site reviews based n the risk categry fr each vendr frm the annual PRAAR analysis. Users must be able t set reminders t schedule reviews in the future. The system must allw a user t identify vendrs based n risk level that have nt had the apprpriate review scheduled. POS-BP08-UC01-05: Uplad Fiscal Mnitring Dcuments The system must allw a user t uplad electrnic dcuments assciated with a fiscal review r fiscal mnitring, including spreadsheets r ther electrnic dcuments used t perfrm annual reviews. POS-BP08-UC01-06: Track Updates t Prgrams At Risk The system must allw a user t subscribe t update ntificatins fr specified vendrs. The user must be able t identify which vendrs the user wants t track fr updates and indicate the types f events (e.g., change in license status, receipt f a licensing r ther cmplaint, change in licensee persn infrmatin, scheduling f a renewal site visit, etc.) that shuld trigger a user ntificatin. Purchase f Services Page 544

103 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC02: Reslve Fiscal Nncmpliance Users will be able t view the histry f fiscal nncmpliances fr a prgram and will be able t recrd new reprted fiscal nncmpliances and child care transprtatin incidents. Upn the recrding f a reprted fiscal nncmpliance, the system will facilitate ntificatins t interested parties and crdinatin in the creatin f a crrective actin plan t address the underlying fiscal issue. Fiscal mnitrs and thers will be able t schedule fllw-up visits and meetings. If needed, the system will recrd and enfrce fiscal sanctins. Fllwing is a summary f the key functins prvided in the Reslve Fiscal Nncmpliance use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Reslve Fiscal Nncmpliance View Fiscal Nncmpliance Histry Add/Edit Fiscal Nncmpliance Add/Edit Child Care Transprtatin Incident Ntify Parties f Fiscal Nncmpliance Manage Fiscal Crrective Actin Plans Apprve/D Nt Apprve Fiscal Crrective Actin Plan Request Fiscal Technical Assistance Schedule Fllw-up Fiscal Visits/Meetings Recrd Fiscal Sanctins Requirement N: Descriptin POS-BP08-UC02-01: View Fiscal Nncmpliance Histry The system must allw an authrized user t view a histry f the fiscal nn-cmpliances fr a prgram. The user must be able t filter the list by the fllwing: Nncmpliance Date Infrmatin Nncmpliance Nature Nncmpliance Severity Crrective Actin Plan Status The system must allw the user t navigate t the details f each fiscal nncmpliance. Purchase f Services Page 545

104 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC02-02: Add/Edit Fiscal Nncmpliance The system must allw an authrized user t add r edit infrmatin abut a fiscal nncmpliance that summarizes the areas f fiscal nncmpliance fr a particular prgram. Fr a particular vendr, a user must be able t enter key fiscal nncmpliance reprt infrmatin including: Cmpliance Issue Regulatin Infrmatin Statement f Nn-Cmpliance Infrmatin Crrective Actin Plan Infrmatin Reslutin Infrmatin Mnitring Infrmatin See Recrd Nn-Cmpliance fr additinal infrmatin. POS-BP08-UC02-03: Add/Edit Child Care Transprtatin Incident The system must allw an authrized user t add r edit infrmatin abut a child care transprtatin incident including: Received frm Infrmatin Transprtatin Descriptin Incident Type (e.g., mtr vehicle incident, 51A Reprt f abuse, etc.) Incident Descriptin Infrmatin (e.g., where happened, what happened, etc.) Cntact Infrmatin Reprted Infrmatin Prgram Infrmatin Individuals Invlved Infrmatin See Recrd Nn-Cmpliance fr additinal infrmatin. POS-BP08-UC02-04: Ntify Parties f Fiscal Nncmpliance The system must allw an authrized user t ntify the cncerned parties abut the receipt f a reprt f fiscal nncmpliance. The system will ntify assciated parties using their individually specified cntact preferences. POS-BP08-UC02-05: Manage Fiscal Crrective Actin Plans The system must allw an authrized user t enter and manage infrmatin fr a crrective actin plan including the tracking, viewing, finalizing, and apprving f the plan. See Cmplete Crrective Actin Plan fr additinal infrmatin. POS-BP08-UC02-06: Apprve/D Nt Apprve Fiscal Crrective Actin Plan The system must allw an authrized user t apprve r nt apprve a crrective actin plan fr a fiscal nncmpliance. See Apprve/D Nt Apprve Crrective Actin Plan fr additinal infrmatin. Purchase f Services Page 546

105 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC02-07: Request Fiscal Technical Assistance The system must allw an authrized user t request technical assistance frm EEC. The user must be able t specify the fllwing when requesting technical assistance: Nature f Needed Technical Assistance Cntact Infrmatin POS-BP08-UC02-08: Schedule Fllw-up Fiscal Visits/Meetings The system must allw an authrized user t schedule ne r mre fllw-up r mnitring visits r meetings t track the implementatin f the crrective actin plan fr a fiscal nncmpliance. See Cnduct Fiscal Mnitring Visits/Reviews fr additinal infrmatin. POS-BP08-UC02-09: Recrd Fiscal Sanctins The system must allw an authrized user t recrd infrmatin abut a sanctin fr a prgram. The system must capture key infrmatin including: Sanctin Date Sanctin Reasn(s) Sanctin Nature Cmments Upn the recrding f a fiscal sanctin, the system must ntify interested parties (e.g., legal unit, assigned licensr, reginal directr, CCR&R, thers) f the nature f the sanctin. Purchase f Services Page 547

106 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC03: Cnduct Fiscal Mnitring Visits/Reviews Similar t licensing and ther visits, fiscal mnitrs will be able t schedule visits, reviews, and ther meetings invlving vendrs and thers. The system will remind users f the need t schedule a review r visit, and individual staff can be assigned fr the review r visit. Fiscal mnitrs will be able t view their calendars f upcming visits and meeting and recrd the utcmes f thse events when cmpleted. Fllwing is a summary f the key functins prvided in the Cnduct Fiscal Mnitring Visits/Reviews use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Cnduct Fiscal Mnitring Visits/Reviews Identify Vendrs Needing Fiscal Visit/Review Add/Edit Future Fiscal Mnitring Visit/Review Reminder Assign Staff fr Fiscal Visit/Review Reassign Assignment fr Fiscal Visit/Review Track Fiscal Crrespndence fr Visit/Reminder Track Fiscal Crrespndence and Fllw-up Maintain Fiscal Review Checklist View and Update Fiscal Review Checklist Status Schedule Fiscal Mnitring Visit/Review View Fiscal Mnitring Calendar Recrd Site Visit/Review Findings/Reprts Requirement N: Descriptin POS-BP08-UC03-01: Identify Vendrs Needing Fiscal Visit/Review The system must allw an authrized user t view a list r queue f the vendrs requiring a fiscal mnitring visit/review. A user must be able t filter the list f vendrs needing a fiscal mnitring visit/review by key criteria including: Vendr Infrmatin (e.g., vendr name, vendr type, etc.) Review/Visit Nature (e.g., fllw-up n crrective actin plan, etc.) Review/Visit Frequency (e.g., every ther mnth, etc.) Review/Visit Type (e.g., annunced, unannunced, etc.) Next Review/Visit Due Date Prgram Date Infrmatin (e.g., expiratin date, last review/visit date, etc.) Lcatin Infrmatin (e.g., regin, city, zip cde, etc.) Assciated Incident/Cmplaint Infrmatin Fiscal Mnitr Assignment Purchase f Services Page 548

107 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC03-02: Add/Edit Future Fiscal Mnitring Visit/Review Reminder The system must allw an authrized user t add r edit reminders fr a specific user regarding a future mnitring visit. The user must be able t reschedule r pstpne a scheduled review. See Manage Educatr Reminders fr additinal infrmatin n reminders. POS-BP08-UC03-03: Assign Staff fr Fiscal Visit/Review The system must allw an authrized user t assign staff t cnduct a fiscal visit/review. A user must be able t recrd the fllwing assignment infrmatin: Staff Assigned Staff Status Infrmatin Assignment Date POS-BP08-UC03-04: Reassign Assignment fr Fiscal Visit/Review The system must allw an authrized user t reassign r withdraw a staff assignment frm a review/visit. The system must track the staff assignment histry f a review/visit ver time. POS-BP08-UC03-05: Track Fiscal Crrespndence fr Visit/Reminder The system must allw a user t recrd paper crrespndence sent t/frm a prgram. The system must allw an authrized user t recrd infrmatin abut crrespndence including: Crrespndence Date Infrmatin (e.g., date sent, date received, etc.) Crrespndence Methd (e.g., phne call, fax, mail, etc.) Crrespndence t Infrmatin (e.g., prgram name, etc.) Crrespndence Area (e.g., mnitring visit, etc.) Crrespndence Title Crrespndence Descriptin Crrespndence Cmments POS-BP08-UC03-06: Track Fiscal Crrespndence and Fllw-up The system must allw an authrized user t indicate whether r nt fllw-up is needed fr a fiscal mnitring visit/review. If fllw-up is needed, the system must allw the user t recrd an actin item r reminder fr the fllw-up r t request infrmatin frm the vendr. POS-BP08-UC03-07: Maintain Fiscal Review Checklist The system must default a fiscal review/mnitring checklist f required items r activities fr a vendr. This system must include a default checklist fr vendr which may vary based n the type f review (e.g., desk review, mnitring visit, fllw-up visit, etc.). A user must be able t add and edit additinal items n the fiscal review/mnitring checklist fr a specific review. POS-BP08-UC03-08: View and Update Fiscal Review Checklist Status The system must shw the prgress against the fiscal review/mnitring checklist. The status f each checklist item may be updated based n related system activity (e.g., schedule mnitring visit). An authrized user may als update the status f each checklist item. Purchase f Services Page 549

108 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC03-09: Schedule Fiscal Mnitring Visit/Review The system must allw an authrized user t schedule a visit r review fr a specific perid f time at a specific lcatin with a specific list f attendees. The system must capture key infrmatin abut the scheduling f the mnitring visit/review including: Visit Type Infrmatin (e.g., mnitring visit, crrective actin plan fllw-up, etc.) Date, Time, and Duratin Infrmatin Vendr Infrmatin Attendee Infrmatin EEC Attendees (e.g., licensr assigned, fiscal mnitr, etc.) Vendr Attendees Other Attendees Lcatin Infrmatin Pririty Infrmatin Cmments See Manage Visits and Meetings fr mre infrmatin. POS-BP08-UC03-10: View Fiscal Mnitring Calendar The system must allw an authrized user t view a calendar f scheduled fiscal mnitring visits and reviews. The system must allw a user t filter the list f visits/reviews by key infrmatin including: Staff Member Assignment Infrmatin Vendr Infrmatin (e.g., prgram type, prgram name, etc.) Visit/Review Type Infrmatin (e.g., mnitring visit, crrective actin plan fllw-up, etc.) Visit/Review Date Infrmatin Visit/Review Lcatin Infrmatin (e.g., regin, city, etc.) Visit/Review Status Infrmatin POS-BP08-UC03-11: Recrd Site Visit/Review Findings/Reprts The system must allw an authrized user t update the event recrd t recrd the utcme and findings f the visit, including indicating that the visit was held and the attendees wh participated in the visit. Purchase f Services Page 550

109 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC04: Audit Recrds The system will supprt the creatin f a randm sample fr peridic auditing and will allw authrized users t indicate additinal vendrs t be audited. The system will maintain a list f vendrs currently underging an EEC audit and will facilitate cmmunicatins with the vendrs fr the cllectin f needed audit dcuments and the scheduling f audit visits and meetings. At the end f the audit, the EEC auditr will be able recrd the audit findings in the system. Fllwing is a summary f the key functins prvided in the Audit Recrds use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Audit Recrds Select Randm Sample fr Audit Specify Vendrs t Audit Send Ntices f Audit Track Cllectin f Dcuments Schedule Visits and Meetings Recrd Audit Findings Requirement N: Descriptin POS-BP08-UC04-01: Select Randm Sample fr Audit The system must allw an authrized user t generate a randm set f X number (r X percent) f vendr recrds t audit. A user must be able t generate a randm sample by specifying the fllwing infrmatin: % f Ppulatin r Ttal Number f Sample Recrds Apprpriatin Accunt Infrmatin Service/Fund Infrmatin Cntract Grup Infrmatin Fiscal Mnitr Assignment Infrmatin The system must be able t save the randm sample fr later reference and fllw-up. POS-BP08-UC04-02: Specify Vendrs t Audit The system must allw a user t specify a list f vendrs t include in a peridic audit. The system must save the selected vendrs as part f the nging audit list fr later reference and fllw-up. POS-BP08-UC04-03: Send Ntices f Audit The system must be able t send a ntice t a prgram and any assciated parties f EEC s intent t perfrm an audit n the prgram. The system must send the ntice using the specific cntact preferences specified fr the prgram. Purchase f Services Page 551

110 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC04-04: Track Cllectin f Dcuments The system must be able t track infrmatin abut dcuments cllected fr an audit sample including: Dcument Date Dcument Title Dcument Area (e.g., Applicatin/Determinatin Frms, etc.) Dcument Descriptin Dcument Cmments The user must be able t uplad the assciated electrnic dcument. POS-BP08-UC04-05: Schedule Visits and Meetings The system must allw an authrized user t schedule a visit r meeting fr a specific perid f time at a specific lcatin with a specific list f attendees regarding a prgram audit. See Manage Visits and Meetings fr mre infrmatin. POS-BP08-UC04-06: Recrd Audit Findings The system must allw an authrized user t recrd summary and detailed audit findings fr a prgram including: Applicatin/Determinatin Frm Infrmatin (e.g., infrmatin abut the presence, date, and cmpleteness f required eligibility frms including child care agreement, prvider invice, etc.) Pririty Grup Placement Infrmatin (e.g., infrmatin abut if prgram meets criteria f pririty grups including teen parent in high schl, fster parents, etc.) Qualifying Head f Husehld Infrmatin (e.g., infrmatin abut if head f the husehld meets parent definitin; fr example, parent, step-parent, legal guardian, etc.) Residency Infrmatin (e.g., infrmatin abut if parent is a resident f the state and fr what duratin, etc.) Parental Wrk/Training Status Infrmatin (e.g., infrmatin abut if the parent(s) are wrking r attending jb/educatinal training, etc.) Qualifying Child Infrmatin (e.g., infrmatin abut if a child is eligible fr services including yunger than 13 years, yunger than 19 years and physically r mentally incapable f caring fr him/herself, etc.) Qualifying Care Infrmatin (e.g., infrmatin abut the number f hurs and type f care authrized including full time, part time, etc.) Qualifying Prvider Arrangement Infrmatin (e.g., infrmatin regarding if the services are prvided by the prgram and is legally perating and eligible t receive child care subsidies) Prvider Requirements Infrmatin (e.g., infrmatin abut if the regulatry requirements are met; fr example, if fr a licensed prgram, the license is in gd standing) Incme Infrmatin (e.g., infrmatin abut the incme dcumentatin verificatin fr husehld members) Incme Eligibility Infrmatin (e.g., infrmatin abut if the husehld incme meets the State requirements) Payment Amunt Authrized Infrmatin (e.g., infrmatin abut the amunt f subsidy Purchase f Services Page 552

111 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 authrized fr the sample review mnth) Authrizatin Cmputatin Infrmatin (e.g., infrmatin abut the cmputed differences between amunt authrized t be paid in the sample review mnth and the amunt that shuld have been authrized) Purchase f Services Page 553

112 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC05: Refer Fiscal Nncmpliance The Unified System will prvide tls fr fiscal staff t refer matters t ther EEC units and agencies. The system will supprt the ability t refer a fiscal nncmpliance matter t the Legal Unit and als t external agencies such as the State Auditr s Office. Authrized users will be able t recrd key infrmatin abut each fiscal nncmpliance r ther referral including the referral type, referral date, referred t infrmatin, etc. The Unified System will supprt tracking the histry f changes made t a fiscal nncmpliance referral ver time. Fllwing is a summary f the key functins prvided in the Refer Fiscal Nncmpliance use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Refer Fiscal Nncmpliance Refer t Legal Unit Refer t Other Agency Track Referrals Requirement N: Descriptin POS-BP08-UC05-01: Refer t Legal Unit The system must allw an authrized user t refer a fiscal nncmpliance t the Legal r ther unit. The system must allw a user t recrd infrmatin abut a referral including: Referral Type Referral Date Referred T Infrmatin Referred By Infrmatin Fiscal Nncmpliance Infrmatin (e.g., amunt) Status (e.g., draft, etc.) Timeframe Cmments See Refer Matter t Legal fr mre infrmatin. Purchase f Services Page 554

113 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP08-UC05-02: Refer t Other Agency The system must allw an authrized user t refer a fiscal nncmpliance t an agency (e.g., the State Auditr s Office). The system must allw a user t recrd infrmatin abut a referral including: Referral Type Referral Date Referred T Infrmatin Referred By Infrmatin Status (e.g., draft, etc.) Timeframe Cmments POS-BP08-UC05-03: Track Referrals The system must track and maintain a histry f the changes made t a fiscal nncmpliance referral including the statuses, utcmes, and the agencies that are invlved with it. See Manage Legal Actins fr mre details. Purchase f Services Page 555

114 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Exchange Infrmatin with MMARS The Exchange Infrmatin with MMARS business prcess cvers the technical exchange f infrmatin between the Unified System and the Massachusetts Management Accunting and Reprting System (MMARS). Based n infrmatin entered and maintained in the Unified System, the system will create, frmat, schedule, and managed the exchange f vendr, encumbrance, payment, and receipt interface dcuments with MMARS. The Unified System will als receive and prcess respnses frm MMARS. The infrmatin managed by these exchanges will allw real-time views f budget status fr the varius apprpriatin accunts, services/funds, and cntracts maintained in the Unified System. Mre infrmatin abut each MMARS interface specificatin can be fund in the Technical and System pages f the Cmptrller f the Cmmnwealth s site n Mass.gv. POS-BP09-UC01: Exchange Infrmatin with MMARS Fllwing is a summary f the key functins prvided in the Exchange Infrmatin with MMARS use case. Mre detailed infrmatin abut the requirements fr each functin immediately fllws. Exchange Infrmatin with MMARS Implement MMARS Vendr Exchanges Implement MMARS Encumbrance Exchanges Implement MMARS Payment Exchanges Implement MMARS Receivables Exchanges Implement Other MMARS Interface Dcuments Initiate MMARS Exchanges Schedule MMARS Exchange Manually Initiate MMARS Exchange Hld MMARS Exchange Dcument Cancel MMARS Exchange Dcument Receive MMARS Respnses Exchange Updates with MMARS Maintain Exchange Backups Track MMARS Exchange Statuses Track Errrs and Delays Purchase f Services Page 556

115 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Requirement N: Descriptin POS-BP09-UC01-01: Implement MMARS Vendr Exchanges The system must supprt the electrnic exchange f vendr infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). The system must prperly frmat and manage the exchange fr the fllwing interface dcuments: Vendr Custmer Creatin (VCC) This dcument is used t activate a vendr/custmer Vendr Custmer Mdificatin (VCMT) The VCM Tracking table interface will be used t either: Mdify infrmatin f an existing NewMMARS Vendr and/r Custmer, r Create a new Address r Cntact fr an existing NewMMARS Vendr and/r Custmer. POS-BP09-UC01-02: Implement MMARS Encumbrance Exchanges The system must supprt the electrnic exchange f encumbrance infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). The system must prperly frmat and manage the exchange fr the fllwing interface dcuments: Cntract Management (CT) vendr specific service cntracts; CT (Cntract Cmmdity) encumbrance fr cntracts fr services, leases that are less than 6 mnths and cnstructin. Cntract Management (RPO) RPO (Recurring Payment Order) encumbrance fr recurring payments. The RPO is required fr all space leases (Object Cde G01), all TELP bject cdes (L02-L12, N62 and U08), and all perating and capital leases lnger than 6 mnths; ready payments; maintenance cntracts and ther cntracts with scheduled payments. Cmmdity Encumbrance Crrectin (CEC) fr ver liquidatins, under liquidatins, shuld nt have referenced, and shuld have referenced errrs POS-BP09-UC01-03: Implement MMARS Payment Exchanges The system must supprt the electrnic exchange f payment infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). The system must prperly frmat and manage the exchange fr the fllwing interface dcuments: Payment Request (PRC) Payment request dcument; cmmdity-based dcument; the use f the PRC is predetermined by the encumbrance, which is in turn predetermined by the business need. Use f PRC is determined n the basis f the bject cde n the accunting line. Scheduled Invice Generatin (SIG) The Cmmnwealth requires a schedule-based recurring payment mechanism t make payments t vendrs fr gds and services such as leases, rents, r health and human services cntracts. Expenditure Crrectin (EX) Expenditure Crrectin Dcuments (EX) will be prcessed t crrect an incrrect chart f accunt element r when an incrrect accunt has been charged. POS-BP09-UC01-04: Implement MMARS Receivables Exchanges The system must supprt the electrnic exchange f receivables infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). The system must prperly frmat the interface dcuments and manage the exchange fr the fllwing interface dcuments: Department Cash Receipt Interface (CR) The CR dcument may be used in ne f the three manners, Cash Over Cunter, Referencing a Receivable, r Referencing a Custmer Accunt (Statement). Purchase f Services Page 557

116 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP09-UC01-05: Implement Other MMARS Interface Dcuments The system must implement and manage the ther interface dcuments required fr the prper exchange f vendr, encumbrance, payment, and receivables infrmatin with the Massachusetts Management Accunting and Reprting System (MMARS). The system must prperly frmat and manage the exchange fr the fllwing interface dcuments:.inf file Department and transactin infrmatin Outbund Payment Return respnse fr payment request Outbund Status Return respnse fr status request Vendr/ Custmer Return respnse fr vendr request Text POS-BP09-UC01-06: Initiate MMARS Exchanges The system must be able t trigger r initiate a MMARS exchange based n user and system activities within the Unified System. In particular, the system must be able t trigger the initiatin f MMARS exchange upn the fllwing: Additin f a new vendr Mdificatin f a vendr recrd Apprval f an encumbrance Mdificatin f an encumbrance Apprval f a payment request Crrectin f a payment request Receipt f payment r returned payment Crrectin f a receivable Other user and system triggers POS-BP09-UC01-07: Schedule MMARS Exchange The system must be able t schedule the submissin f MMARS interface dcuments t cincide with EEC system prcedures and MMARS interface availability. The system must be able t queue MMARS interface dcuments fr submissin at a cnfigurable day and time f day. POS-BP09-UC01-08: Manually Initiate MMARS Exchange The system must allw a user t indicate that ne r mre MMARS interface dcuments must be submitted immediately. POS-BP09-UC01-09: Hld MMARS Exchange Dcument The system must allw a user t view a queue f MMARS interface dcuments pending submissin and place a hld n an individual MMARS interface dcument. Users must be able t specify a date t remve the hld r indicate an indefinite hld. Users must be able t view a list f all MMARS interface dcuments n hld and must be able t release an interface dcument frm hld. The system must make the apprpriate crrectins t the vendr, encumbrance, payment, receipt, r ther Unified System recrds t indicate the exchanges has been placed n r remved frm hld. Purchase f Services Page 558

117 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 POS-BP09-UC01-10: Cancel MMARS Exchange Dcument The system must allw a user t view a queue f MMARS interface dcuments pending submissin and cancel an individual MMARS interface dcument. The system must make the apprpriate crrectins t the vendr, encumbrance, payment, receipt, r ther Unified System recrds t indicate the exchange was cancelled. POS-BP09-UC01-11: Receive MMARS Respnses The system must receive and manage respnses frm the MMARS system. The system must stre and recrd infrmatin received frm MMARS including transactin status, payment numbers, and ther MMARS respnse infrmatin. POS-BP09-UC01-12: Exchange Updates with MMARS The system must track updates t recrds riginally submitted t MMARS and initiate an update transactin where needed fr changes t key vendr, encumbrance, payment, r receipt infrmatin. POS-BP09-UC01-13: Maintain Exchange Backups In accrdance with MMARS interface plicies, the system must maintain a backup f each interface dcument submitted t MMARS. Administratrs must be able t recver and resubmit an interface dcument frm the apprpriate backup. POS-BP09-UC01-14: Track MMARS Exchange Statuses The system must maintain the status f each MMARS exchanges. Fr each interface dcument submitted t MMARS, the system must maintain its status include: Ready fr MMARS submissin Submissin n hld Submitted t MMARS Successfully received in MMARS Errr in MMARS submissin Other exchange statuses POS-BP09-UC01-15: Track Errrs and Delays The system must track and recrd all errrs and delays assciated with the MMARS interface exchange. The system must ntify systems users f errrs and delays and shw a filterable list f errrs and delays including: Exchange Date Interface Dcument Type Interface Details (i.e., key infrmatin frm the exchange like Vendr Number, payment amunt, etc.) Errr/Delay Cde Errr/Delay Descriptin Status Purchase f Services Page 559

118 Unified System Prject DRAFT Detailed Requirements Dcument v2.0 Analyze/Reprt n Purchase f Services The Analyze/Reprt n Purchase f Services business prcess describes the types f reprts that will be available t users fr reprting and analysis. Users will be able t view aggregate infrmatin acrss vendrs, apprpriatins, services/funds, and cntracts. Specific reprts will als be available fr analyzing supprtive cntracts, vuchers, and grants, as well as reprts t track the usage f the flexible funding pl. The fiscal unit will be able t manage caselad using mnitring calendar reprts and reprts f fiscal nncmpliances and nging crrective actin plans. Reprts results can be viewed and printed/saved in a standard frmat such as PDF r Excel. The Unified System will als supprt the ability t generate ad-hc reprts r queries. Users will be able t dynamically build ad-hc queries using a predefined set f criteria (e.g., prgram type, financial assistance types, enrllment dates, billing statuses, etc.). In additin t the varius standard and ad-hc reprts that will be available nline, the Unified System will als be integrated with a data warehuse fr mre cmprehensive reprting and analysis. The system will als allw authrized users t dwnlad sme Purchase f Services related data frm the system fr further analysis r integratin with ther systems. Mre infrmatin n analysis and reprting capabilities will be included in the technical requirements. Purchase f Services Page 560