NEW MEXICO STATE LAND OFFICE LIMS PROJECT RFP # Functional Requirements Matrix

Transcription

1 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # Functional Requirements atrix Once the LIS project is complete the systems of record will be as follows: LIS Land Grid; e.g. PLSS subdivision units Land Ownership: SLO surface, SLO subsurface, Federal, Tribal or Private Surface Leasing, Rights-of-Way, Special Use Permits, any other surface uses inerals Leasing STID Financial Components for non-oil & Gas activities Specification 1. ONGARD Oil & Gas Leasing OGRID Financial Components for Oil & Gas activities The Offeror must describe their proposed development will meets the LIS Summary Functional Requirements and the Detailed Functional Requirements. a. The Offeror should include in the narrative, at a minimum, the specific functional requirements for each bullet item under the Summary of Functional Requirements. b. The Offeror should provide a narrative describing how the summary functional requirements are linked to and incorporated in the deliverables found in C-2 Detailed Cost Form. Summary of Functional Requirements The system must provide the functionality summarized below and as specified in the Detailed Functional Requirements. The system shall include components to manage Land Ownership, Surface and inerals Land anagement and associated financial components currently residing in ONGARD. Functional components shall include: o N land grid o N State Trust land ownership o N other entity land ownership (Federal, Tribal, Private) o Beneficiary o Lessee o Land activity and land actions Agriculture and grazing Rights-of-Way Commercial State Trust Land ownership inerals (e.g., gravel, sand, potash, etc.) 1

2 Specification 2. NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # o Financial billing, payment tracking, reconciliation of payments, apply, suspend and clear payments for surface and minerals uses o Financial distribution to beneficiaries for surface and minerals land activities Tract Book view to display information consistent with the existing paper departmental Tract Books A reporting capability to design, build, generate, embed within the application and deploy custom reports based on LIS data. Leasing division workflow management Notification of events based on land activity/action and financial status changes Data migration from ONGARD to LIS for surface and minerals land management and associated financial data Internal Interfaces o Interface with the Agency s Enterprise Content anagement System such that documents related to land activities and land actions can be associated and retrieved when the applicable activity/action is selected. o Interface with the Agency s GIS so that the user has the option to display a map or plat when a land activity or PLSS section is selected. External Interfaces o Automatically interface with the tri-agency ONGARD system to send or retrieve shared data on a predetermined periodic basis no less than once every 24 hours. o Any code changes required to ONGARD will be the responsibility of the Contractor with approval of the PO. Backup & Recovery and Disaster Recovery planning and implementation for LIS LIS FUNCTIONAL REQUIREENTS Code: = andatory, O=Optional All mandatory requirements must be addressed with a comment describing how the requirement will be addressed with an appropriate reference to the Binder, Tab, Page number where the requirement is addressed in the documentation as well as the name(s) and number(s) of the Appendix C-2 deliverable(s) associated with the requirement. DETAILED FUNCTIONAL REQUIREENTS LAND ACTIVITY/ LAND ACTION 1. The system shall provide the capability to manage Land Activities and Land Actions for Agriculture and Grazing, Rights- of-way, Commercial, Land Ownership, LURCS and inerals. 2. Business rules will be implemented to control application behavior for valid combinations of Land Activities/Land Actions. 3. The system shall provide a mechanism to maintain, modify, add and disable business rules without requiring software changes. 4. History for land activities and actions will be retained. 5. The system will provide capability for Land Actions to be entered or updated with a status indicating the point of development such as feasibility, pending, issued or terminated. 6. A change in Land Action status will trigger notifications or actions based on the business rules. 7. The system shall provide a mechanism to create a new activity independent of an existing activity. 2 CODE COENTS/REFERENCE/DELIVERABLE

3 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # The system shall provide a mechanism to create a new activity from an existing activity. 9. Business rules will define the conditions under which a new activity on Trust Land can be initiated, i.e. conflicting actions will generate a warning or error. 10. During a land acquisition such as an exchange or donation, the land acquired (surface and/or subsurface) will come from land not already within the Trust. 11. Non-Trust land owned by another Agency and managed by SLO shall be accommodated within LIS. 12. The system shall accommodate activity types that allow payments for land that has been conveyed out of the Trust. 13. Once actions are validated by the Records division, the SDIV->GIS conversion routine will be automatically initiated to create or update the Land Activity feature in the GIS. 14. The system shall calculate beneficiary percent interest based on beneficiary groups assigned to nominal units and contributing acreage amount of the Activity land. 15. When the Activity land description changes, the system shall recalculate the beneficiary percent interest. 16. Land Activity screens will be tailored to reflect Land Activity type specific data to improve the user experience. 17. The system will provide the capability to query for Land Activities based on a combination of attributes such as Land Activity identifier, active/inactive status, assigned analyst, date range, etc. 18. When querying, creating and/or updating a Land Activity or Action, the user will access the applicable data by performing a single query then navigate through the constituent parts. 19. Depending on the Land Activity type, Land Activities will be assigned owners, either an individual analyst or a group of analysts. 20. The system shall provide Land Action screens to query and manage the Land Action details. 21. The system shall provide the capability to maintain Carrying Capacity per PLSS section which identifies the number of livestock that can be maintained on a section of land. 22. The Carrying Capacity shall be viewable and editable based on a Land Activity location. 23. The Carrying Capacity shall be used in calculating the grazing lease rents. 24. The system shall support the maintenance of a yearly EVI rate which will be used when calculating grazing lease rents. 25. For all land activity types, the system shall provide the capability manage core data including activity types and subtypes, dates, responsible analyst or group, lessee(s), land description, document links and beneficiary percentages. 26. The system shall provide the capability to manage data specific to one or more Activity Types including miscellaneous instruments, collateral assignments, acreage type, appraisals and bonds. 27. The system shall support the current conventions used by the business units for constructing external land activity identifiers. 28. The system shall support navigation to the Land Action page from the Land Activity query page. 29. When navigating to the Land Action page from the query page, the actions will be prepopulated in the result set. 30. When querying Land Actions, the system shall support the capability for the user to narrow the search and specify additional criteria including action type, status and date range. 31. The system shall provide the capability to use an existing action land description as a starting point then add/remove acreage depending on business rules. 32. The system shall support or prevent editing of Land Activity and Actions depending on the business rules. 3

4 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # Depending on the Land Activity/Action type, the system will utilize either surface or subsurface ownership as a basis for defining the land description. 34. The system shall support an efficient way for users to specify an action land description by selecting section, township, township direction and/or range direction then deselecting sections or units as necessary. 35. The system shall display the Trust acreage for each subdivision unit when the user specifies a section for a land description. 36. The user shall have the option to toggle to the total acreage for the subdivision unit if this information is available. 37. The system shall not allow the user to assign more land than is available to a land action. 38. The system shall allow the user to specify a lesser amount of the available subdivision unit acreage if business rules permit. 39. Acreage per section and total acreage for the action shall be calculated based on the units and acreages selected and edited by the user. 40. The system shall alert the analyst proposing a new or renewed land activity if an active or pending activity already exists in the proposed area. 41. The system shall notify the analyst responsible for an existing activity when a pending activity is placed on an area overlapping the existing activity. DIGITAL TRACT BOOK 42. The system shall incorporate and replace the functionality of the paper Departmental Tract Books. 43. The system shall provide the capability to display historic Land Activity/Action records in a format similar to the paper Tract Books. 44. Once the Land Action is effective, record ownership will transfer to the Records division for validation. 45. The system shall provide quality control functions for the Records division to audit and verify Land Activities/Actions. 46. The Units and Comms group will have privileges to audit Units and Comms activities. 47. A Land Activity/Action screen must be provided to enter pending actions for Oil & Gas and Units & Comms. 48. Pending Actions shall be displayed in the digital Tract Book Pending Action area as defined by the business rules. 49. The Contractor shall be responsible for developing migration routines and migrating the data from ONGARD to LIS to support populating Tract Book data. 50. Users will be able to query on location or Land Activity identifier and will be able to filter based on activity type and status. 51. The system shall provide a mechanism for users to navigate the query results in all three Tract Books: Surface, inerals and Oil & Gas, without re-executing the query. 52. Where multiple beneficiary pages exist for a section, the system will provide a combined page where all beneficiary records for the section are combined into a single page. 53. The Tract Book component shall display information as defined in 4.B.7 Tract Book Display, Display Conventions, and Land Ownership Acquisitions. 54. The system must provide the capability to print the Digital Tract Book pages and scanned archived Tract Book pages. Page numbers/total pages must be included in printed copies. 55. The Tract Book Posting Procedures shall define the business rules specifying the display for combinations of Land 4

5 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # Activities / Land Actions. 56. When the Surface book is selected the system shall show the Trust surface ownership plat and subdivision units in the Abstract of Entries. 57. When the Surface book is selected the system shall indicate in the Abstract of Entries the surface subdivision units that are part of the Trust. 58. When the inerals or Oil & Gas books are selected the system shall show the Trust subsurface ownership plat and subdivision units in the Abstract of Entries. 59. When the inerals or Oil & Gas books are selected the system shall indicate in the Abstract of Entries the subsurface subdivision units that are part of the Trust. 60. The system shall provide the capability for the user to navigate to the GIS map with the initial extent based on the section. Normal GIS map controls will be available once the user navigates to the map. NEW EXICO LAND GRID 61. The system will support a land description nominal location consisting of second level subdivision units comprised of PLSS section quarter-quarters, government lots and tracts and derived section/quarter-quarter protracted units where PLSS surveys are not available. LAND OWNERSHIP 62. The system will represent surface and subsurface ownership to allow individual attribution for surface and subsurface land independently. 63. The process of acquiring or conveying land will be managed as a land ownership type of transaction within the Land Activity/Land Action component of LIS. 64. When the ownership transaction is finalized, the land must be reflected in the SLO Trust ownership and will be available for leasing and other land activities subject to any restrictions. 65. Scanned images for conveyance documents will be available from both the Tract Book and Land Activity management components. 66. The system will support the capability to track the designation of surface and subsurface non-trust land as Federal, Fee or Tribal. 67. A change in Trust land ownership will trigger notification of individuals or groups to initiate manual processes. BENEFICIARY 68. The system shall provide the capability to add or modify beneficiaries and beneficiary groups. 69. The system shall include the capability to assign beneficiary groups to Trust nominal land units for surface and subsurface land. LESSEE 70. Lessees will be managed as distinct entities then associated with one or more Land Activity or Action. 71. The system shall manage shared usage of lessee identifiers between ONGARD and LIS. 72. The system shall provide a flexible search capability including use of wildcards to select the correct Lessee. 73. The system will support multiple addresses, contact information and name changes for a Lessee. 74. The system shall contain a mechanism to search for all land activities in which a lessee has an interest. 5

6 FINANCIAL - GENERAL NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # The system shall provide the capability to manage all financial transactions needed for surface and mineral management. 76. The system shall reconcile financial interactions between LIS and ONGARD as identified in 4.B.1.h and when otherwise necessary. BILLING / INVOICING 77. The system shall support functions to calculate amounts due and create invoices for surface and minerals activities. 78. The system shall provide flexibility in defining business rules for calculating amounts owed based on Activity/Action types. 79. The system shall provide the capability to print invoices. 80. The system shall provide the capability to bulk process Agricultural/Grazing lease renewals. 81. The system shall provide the capability to create a detailed invoice showing a breakdown of base rent, percentages, escalation, interest, penalty and any other amounts contributing to total liabilities. 82. The system shall include the option of showing multiple lessee names on an invoice. 83. The system shall not place a limit on the number of invoices that can be generated due to non-payment. 84. Invoices shall be printed based on a schedule defined by billing parameters or on demand. 85. onies paid and applied to land activities will be reflected in future invoices. 86. When an assignment to another lessee has been made after an invoice has been sent, the system will notify the responsible analyst so that a new invoice can be sent to the new lessee. 87. The system shall provide flexibility in defining billing parameters and methods of calculating amounts due on Land Activities. PAYENT PROCESSING 88. The system shall provide the capability to manage payments made for surface and minerals activities. 89. The system shall provide the capability for the user to select an existing lessee identifier as the payer or to create a new one if an identifier for the payer does not exist. RECONCILIATION OF PAYENTS 90. The system shall provide the capability to query land activities/actions, invoices and previous payments to assist staff in determining how the payments should be applied. SUSPEND OR APPLY PAYENTS 91. The system shall provide the capability for users to associate payments or parts of payments to liabilities (land activity/action and payment type) with a minimum of retyping once the liability has been identified. 92. The system shall provide the capability for users to place all or part of a payment into suspense when the liability cannot be identified. 93. The system shall provide the capability to notify the business unit responsible for the Activity type that all or part of the payment has been placed into suspense. 94. The system shall provide the capability for the assigned analyst or group to reply to the notification of suspense and provide information to help the financial analyst reconcile the payment with the liability. 6

7 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # The system shall provide the capability for the financial analyst to apply or deny the request to reconcile the payment as advised. 96. The system notification mechanism shall notify parties of the change in status of the payment reconciliation based on business rules and the assigned parties. 97. Abnormal balances (payments exceeding liabilities) will generate an action report at the end of the day and then monthly until cleared. DAILY BALANCING OF ACCOUNTS 98. The system shall support balancing of accounts at the end of the day to reconcile the revenue collected and documented on the deposit slip with the WinTeller report. 99. A report will be available to show daily distributions by beneficiary The system shall provide a report showing applied revenue for surface and minerals by revenue type The system shall provide a report showing the items that were moved from suspense to applied status. CORRECTION OF ACCOUNTS 102. The system shall support the capability of users with sufficient privileges to make corrections to financial transactions based on business rules All changes to financial transactions must be tracked with a history of before and after images of the data, the identity of the user making the change and the date of change The system shall support modifications or deletions of payment data prior to the payment being applied or suspended The system shall support modifications to the payment or applying the payment after being applied or suspended but before monthly distribution to beneficiaries The system shall support modification to payment or applying payment after monthly distribution to beneficiaries. ONTHLY ACCOUNTING AND DISTRIBUTION 107. The system shall provide the capability to correct misdirection of funds distributed to the wrong beneficiary in the prior month The system shall calculate monthly beneficiary totals The system shall calculate monthly amounts due to beneficiaries after subtracting Agency monthly expenses proportional to the beneficiary accumulated monthly amount Beneficiaries with negative accumulated monthly totals shall receive a credit from Common Schools to make up the difference Where a beneficiary has a payable balance to Common schools, the system shall provide a mechanism to pay back the balance once sufficient funds are available The business rules shall define how payments for rents, sublease rents, fees, interest and penalty are distributed to Beneficiaries The system will perform monthly distribution of funds to beneficiaries for surface and minerals activities The system shall provide reports to be generated for monthly accounting and distribution. (See Reports.) BILLING PARAETERS 7

8 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # The system shall apply distributions to beneficiaries based on revenue source and type codes The system shall provide the capability to maintain billing parameters which control surface and minerals rent and other liability type calculations, when invoices are produced and how interest and penalties are calculated. GIS INTERFACES 117. The Tract Book page will include a GIS generated section plat showing current SLO land ownership The system shall display an updated section ownership plat in the Tract Book component when a portion of the land in a section is conveyed in or out of the Trust The Land Activity/ Action management screens will include a link to navigate to the GIS map showing the selected Land Activity or Action When navigating to the GIS map the user shall have normal GIS navigation controls including pan, zoom and selecting/deselecting map features After navigating to the GIS map, the user shall have the option to return to the Land Activity or Action screen which shall be in the same state as when the user navigated to the GIS map The system will automatically convert audited Land Activity/Action subdivision unit land descriptions to GIS features utilizing the Subdivision Unit Description to GIS Feature Conversion API As an optional feature, the user may have the alternative when creating a Land Activity or Action to create the land O description using the GIS. ENTERPRISE CONTENT ANAGEENT SYSTE INTERFACES 124. The system shall provide the capability to link and retrieve documents associated with Land Activities and Actions The system shall provide the capability to save and retrieve scanned documents and Word, Excel and PDF documents Word and Excel documents shall be editable depending on record ownership. REPORTING & PRINTING 127. The system shall include a reporting mechanism that provides the capability to design, build, generate, embed within the application and deploy custom reports based on LIS data Data visualization capability shall include charts and graphs 129. The reporting mechanism shall include the capability to parameterize values within SQL where clauses Reports shall be viewable in PDF or exportable into Excel Reports shall be capable of running on demand or scheduled by date and time or events The system shall support the capability to save to and print from the user s computer The system shall support printing to a centralized printer The system shall include the following reports: 135. Workflow status for Land Activities/Actions 136. Land Activity contracts and Exhibit A[ctivity] (land description and rents) 137. Open Acreage Report by County; include check for pending land exchanges 138. Lease expiration report; lease status report Invoices 8

9 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # Lessee mailing labels and request for contact information update 141. Financial reports by revenue source with drill down 142. Lessee detailed payment history 143. The system shall provide reports to be generated for monthly accounting and distribution to include: 144. Revenue distribution and expenses allocated to the beneficiary 145. Allocation from royalties 146. Transfers to beneficiaries 147. Filling fees and expenses 148. Suspense reports including aging 149. Open Acreage Report by County; include check for pending land exchanges WORKFLOW ANAGEENT 150. The system shall provide the capability for business units to define workflow templates associated with Land Activity types Workflow templates shall allow the user to track task status, initiation and completion dates, contacts and comments in support of managing Land Activities/Actions Workflow templates shall include configurable default reminder intervals to trigger notification of the assigned analyst for current or future tasks. NOTIFICATION OF EVENTS 153. The system will provide notification of events based on a change in status of Land Activities/Actions The system will provide notification of upcoming land activity expiration or renewal based on configurable parameters including activity type, analyst and timeframe for notice Assigned analysts or divisions will receive automatic notification when a rental payment has been applied, cleared from suspense, when suspense has been denied or when money is distributed to beneficiary The mechanism for notification of events shall be flexible enough to add or change notification rules without changes to the software. DATA IGRATION 157. The Contractor shall develop ETL processes to support the migration of data from ONGARD to LIS to support the digital Tract Book data conversion The Contractor shall be responsible for developing data migration routines to migrate data from ONGARD to LIS in preparation for deployment to production The development of data migration scripts mapping ONGARD data elements to LIS tables shall begin prior to development of the corresponding application module. LIS / ONGARD INTERFACES 160. The system shall exchange data between LIS and ONGARD on at least a nightly basis Land Ownership data shall be transformed, transferred and loaded from LIS to ONGARD on a nightly basis Land Activity data shall be transformed, transferred and loaded from LIS to ONGARD at least once every 24 hours. 9

10 NEW EXICO STATE LAND OFFICE LIS PROJECT RFP # Lessee data shall be transformed and exchanged between LIS to ONGARD on a nightly basis The system shall support the reversal of a previous monthly distribution made in error The system shall provide the capability to correct payments incorrectly applied to an activity on ONGARD when it should have been applied to an activity managed on LIS or applied on LIS when it should have been applied on ONGARD The system shall provide the capability to resolve interactions between financial data spanning LIS and ONGARD in a seamless manner so that each data set or element is owned by only one system then shared with the other system where necessary New and updated Oil & Gas lease and Units & Communitization agreement information shall be transferred to LIS on a nightly basis. IPROVEENTS 168. The system shall track Agricultural and Grazing improvements to a subdivision unit level The system shall provide the capability to track and query improvement type and dates created and/or validated The system shall provide the capability to track Commercial improvements associated with a Land Activity The system shall provide the capability track planned and actual maintenance on Commercial improvements Then system shall provide the capability to track improvement value and with a history of changes in value The system shall provide a link to the GIS to show an improvement location. 10