ED - Controlled Correspondence Manager Data Archival - MRAS

The U.S. Department of Education (ED), through its Office of the Secretary (OS), seeks contractor support to facilitate the archival and retrieval of data from its legacy Controlled Correspondence Manager (CCM) system. This initiative is part of a broader effort to transition away from outdated systems that no longer receive support, towards a modernized Correspondence Tracking System (CTS) built on the Appian Platform. The primary objective is to ensure that data from the CCM system remains accessible for Freedom of Information Act (FOIA) requests and other queries, even as the system itself is decommissioned.

The scope of work outlined in this solicitation involves several key tasks. Initially, the contractor will extract data from the CCM's SQL server into a standard CSV format, along with any attachment files in their original formats. This extracted data will then be imported into a SharePoint location, with careful segregation by database and role-specific tables within the CCM system. The contractor must also establish relationships between imported data records and their associated attachments to ensure seamless access and retrieval.

In addition to data extraction and importation, the contractor is tasked with developing a comprehensive test plan to verify successful data importation into SharePoint. This plan should outline testing responsibilities, provide detailed test cases, and specify how testing outcomes will be documented and reported. Furthermore, training will be provided to ED's Training and Knowledge Management Team (TKM) on utilizing archived data effectively post-transfer.

The training component emphasizes a "train-the-trainer" approach delivered virtually via MS Teams. It aims to equip TKM team members with practical skills for searching CSV files and locating corresponding attachment files within SharePoint. By ensuring TKM's proficiency in these processes, they can subsequently train other ED employees effectively. The training sessions are designed to be interactive, allowing participants hands-on experience with real-world scenarios.