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Project Planning

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Project Planning ii

Table of Contents Project Planning Process Maps ................................................................ 1

Process: Project Planning ....................................................................... 11 Project Planning Description and Goals .............................................................. 13

Description .......................................................................................................... 13 Goals .................................................................................................................... 13

Project Planning RACI Information ...................................................................... 14 Project Planning Associated Artifacts Information ............................................ 29 Project Planning Tools and Web Sites Information ............................................ 30 Project Planning Standards Information ............................................................. 31 Project Planning Process ...................................................................................... 35

Process Activity Name: PRP-01 Initiate Planning ............................................ 35 Process Activity Name: PRP-01.01 Define/Update Product Registration and Development Domain(s) ..................................................................................... 35 Process Activity Name: PRP-01.02 Identify/Establish/Update Project Management & Technical Environments .......................................................... 36 Process Activity Name: PRP-02 Review Functional and Technical Requirements ...................................................................................................... 38 Process Activity Name: PRP-02.01 Define/Update Business & Compliance Requirements ...................................................................................................... 38 Process Activity Name: PRP-02.02 Select Needed Design Patterns .............. 41 Process Activity Name: PRP-02.03 Function Points Needed .......................... 43 Process Activity Name: PRP-02.04 Perform Requirements-Based Estimation .............................................................................................................................. 44 Process Activity Name: PRP-03 Develop Project Management Plan (PMP) .. 46 Process Activity Name: PRP-03.01 Create/Update Project Management Plan .............................................................................................................................. 47 Process Activity Name: PRP-03.02 Define/Update Quality Assurance Plan .. 49 Process Activity Name: PRP-03.03 Define/Update Risk Management Plan ... 50 Process Activity Name: PRP-03.04 Define/Update Communication Management Plan ................................................................................................ 52 Process Activity Name: PRP-03.05 Create/Update Project Schedule ............. 54 Process Activity Name: PRP-03.06 Create Risk Issue Log ............................. 56 Process Activity Name: PRP-03.07 Create/Update Software Configuration Management Procedures ................................................................................... 58 Process Activity Name: PRP-03.08 Identify/Update Staff Assignments ......... 59 Process Activity Name: PRP-03.09 Identify/Update Dependent Projects ...... 61 Process Activity Name: PRP-03.10 Conduct Peer Review of Project Management Plan ................................................................................................ 62

Project Planning iii

Process Activity Name: PRP-03.11 Conduct Formal Review of Project Management Plan ................................................................................................ 64 Process Activity Name: PRP-04 Initiate Release Planning .............................. 65 Process Activity Name: PRP-04.01 Impact? ..................................................... 66 Process Activity Name: PRP-04.02 Submit/Update Field Operations Resource Request ................................................................................................................ 66 Process Activity Name: PRP-04.03 Submit/Update Enterprise Operations Intake Form .......................................................................................................... 67 Process Activity Name: PRP-04.04 Confirm Assignment of Release Agent .. 68 Process Activity Name: PRP-04.05 Confirm Release Requirements with PM 70 Process Activity Name: PRP-04.06 Update Work Breakdown Structure ........ 71 Process Activity Name: PRP-04.07 Draft/Update Information Systems Contingency Plan ................................................................................................ 72 Process Activity Name: PRP-04.08 Draft/Update Production Operations Manual .................................................................................................................. 73 Process Activity Name: PRP-04.09 Create/Update Service Level Agreements .............................................................................................................................. 75 Process Activity Name: PRP-05 Conduct Initial Test Planning ....................... 76 Process Activity Name: PRP-05.01 Conduct Release Agent Kick-off / Orientation ........................................................................................................... 77 Process Activity Name: PRP-05.02 Identify Repository Access Requirements .............................................................................................................................. 78 Process Activity Name: PRP-05.03 Submit Repository Access Requirements .............................................................................................................................. 79 Process Activity Name: PRP-05.04 Grant Repository Access ........................ 80 Process Activity Name: PRP-05.05 Conduct High-level Evaluation of Epics 81 Process Activity Name: PRP-05.06 Determine ETS Involvement .................... 82 Process Activity Name: PRP-05.07 SQAS Engagement? ................................ 83 Process Activity Name: PRP-05.08 Perform SQAS Evaluation ....................... 84 Process Activity Name: PRP-05.09 Communicate Test Schedules ................ 86 Process Activity Name: PRP-05.10 Identify Test Environments ..................... 87 Process Activity Name: PRP-05.10.01 Test Environment Needed? ................ 88 Process Activity Name: PRP-05.10.02 Determine Test Environment Requirements ...................................................................................................... 88 Process Activity Name: PRP-05.10.03 Source? ................................................ 89 Process Activity Name: PRP-05.10.04 Internal? ............................................... 90 Process Activity Name: PRP-05.10.05 Provide ETS Legacy/VistA Test Environment Requirements ............................................................................... 91 Process Activity Name: PRP-05.10.06 Provide ETS Legacy/VistA Test Environments ...................................................................................................... 92

Project Planning iv

Process Activity Name: PRP-05.10.07 Provide ITC Test Environment Requirements ...................................................................................................... 93 Process Activity Name: PRP-05.10.08 Provide ITC Test Environments ......... 94 Process Activity Name: PRP-05.10.09 External? .............................................. 94 Process Activity Name: PRP-05.10.10 Provide Joint Test Environment Requirements ...................................................................................................... 95 Process Activity Name: PRP-05.10.11 Provide Joint Test Environments ...... 96 Process Activity Name: PRP-05.10.12 Prepare Contract Test Environment Requirements ...................................................................................................... 97 Process Activity Name: PRP-05.10.13 Acquisition Requirements Package Preparation .......................................................................................................... 98 Process Activity Name: PRP-05.11 Test Preparation ....................................... 99 Process Activity Name: PRP-06 Initiate Technical Reviews.......................... 100 Process Activity Name: PRP-06.01 VASI Update Needed? ........................... 101 Process Activity Name: PRP-06.02 Submit VASI Update .............................. 102 Process Activity Name: PRP-06.03 Design Review Required? ..................... 103 Process Activity Name: PRP-06.04 Conduct Design Review ........................ 104 Process Activity Name: PRP-06.04.01 Request Design Review .................... 104 Process Activity Name: PRP-06.04.02 Analyze Input ..................................... 105 Process Activity Name: PRP-06.04.03 Inputs Complete? .............................. 106 Process Activity Name: PRP-06.04.04 Define Additional Requirements ...... 107 Process Activity Name: PRP-06.04.05 Submit Additional Requirements .... 108 Process Activity Name: PRP-06.04.06 Refine Analysis Summary ................ 109 Process Activity Name: PRP-06.04.07 Review Analysis Summary ............... 110 Process Activity Name: PRP-06.05 New Data Storage Requirements? ....... 111 Process Activity Name: PRP-06.06 Data & Storage Management - Enterprise Storage Management ........................................................................................ 112 Process Activity Name: PRP-07 Evaluate New Acquisitions ........................ 113 Process Activity Name: PRP-07.01 Conduct/Update Analysis of Alternatives ............................................................................................................................ 114 Process Activity Name: PRP-07.02 Acquisition? ........................................... 115 Process Activity Name: PRP-07.03 Create/Update Acquisition and Financial Management Plan .............................................................................................. 115 Process Activity Name: PRP-07.04 Perform/Revise Cost Benefit Analysis . 117 Process Activity Name: PRP-07.05 Acquisition Lifecycle ............................. 118 Process Activity Name: PRP-08 Conduct Critical Decision Review One (CD1) ............................................................................................................................ 119 Process Activity Name: PRP-09 Update POLARIS Calendar ......................... 121

The links in this process map are inactive. Please scroll to view activity data. 1

Project Planning Process Maps

Project Planning 11

Process: Project Planning Overview: The process map for Project Planning cycles through the following process and review activities:

PRP-01 Initiate Planning PRP-01.01 Define/Update Product Registration and Development Domain(s) PRP-01.02 Identify/Establish/Update Project Management & Technical Environments PRP-02 Review Functional and Technical Requirements PRP-02.01 Define/Update Business & Compliance Requirements PRP-02.02 Select Needed Design Patterns PRP-02.03 Function Points Needed PRP-02.04 Perform Requirements-Based Estimation PRP-03 Develop Project Management Plan (PMP) PRP-03.01 Create/Update Project Management Plan PRP-03.02 Define/Update Quality Assurance Plan PRP-03.03 Define/Update Risk Management Plan PRP-03.04 Define/Update Communication Management Plan PRP-03.05 Create/Update Project Schedule PRP-03.06 Create Risk Issue Log PRP-03.07 Create/Update Software Configuration Management Procedures PRP-03.08 Identify/Update Staff Assignments PRP-03.09 Identify/Update Dependent Projects PRP-03.10 Conduct Peer Review of Project Management Plan PRP-03.11 Conduct Formal Review of Project Management Plan PRP-04 Initiate Release Planning PRP-04.01 Impact? PRP-04.02 Submit/Update Field Operations Resource Request PRP-04.03 Submit/Update Enterprise Operations Intake Form PRP-04.04 Confirm Assignment of Release Agent PRP-04.05 Confirm Release Requirements with PM PRP-04.06 Update Work Breakdown Structure PRP-04.07 Draft/Update Information Systems Contingency Plan PRP-04.08 Draft/Update Production Operations Manual PRP-04.09 Create/Update Service Level Agreements PRP-05 Conduct Initial Test Planning PRP-05.01 Conduct Release Agent Kick-off / Orientation PRP-05.02 Identify Repository Access Requirements PRP-05.03 Submit Repository Access Requirements PRP-05.04 Grant Repository Access PRP-05.05 Conduct High-level Evaluation of Epics PRP-05.06 Determine ETS Involvement PRP-05.07 SQAS Engagement? PRP-05.08 Perform SQAS Evaluation PRP-05.09 Communicate Test Schedules PRP-05.10 Identify Test Environments PRP-05.10.01 Test Environment Needed?

Project Planning 12

PRP-05.10.02 Determine Test Environment Requirements PRP-05.10.03 Source? PRP-05.10.04 Internal? PRP-05.10.05 Provide ETS Legacy/VistA Test Environment Requirements PRP-05.10.06 Provide ETS Legacy/VistA Test Environments PRP-05.10.07 Provide ITC Test Environment Requirements PRP-05.10.08 Provide ITC Test Environments PRP-05.10.09 External? PRP-05.10.10 Provide Joint Test Environment Requirements PRP-05.10.11 Provide Joint Test Environments PRP-05.10.12 Prepare Contract Test Environment Requirements PRP-05.10.13 Acquisition Requirements Package Preparation PRP-05.11 Test Preparation PRP-06 Initiate Technical Reviews PRP-06.01 VASI Update Needed? PRP-06.02 Submit VASI Update PRP-06.03 Design Review Required? PRP-06.04 Conduct Design Review PRP-06.04.01 Request Design Review PRP-06.04.02 Analyze Input PRP-06.04.03 Inputs Complete? PRP-06.04.04 Define Additional Requirements PRP-06.04.05 Submit Additional Requirements PRP-06.04.06 Refine Analysis Summary PRP-06.04.07 Review Analysis Summary PRP-06.05 New Data Storage Requirements? PRP-06.06 Data & Storage Management - Enterprise Storage Management PRP-07 Evaluate New Acquisitions PRP-07.01 Conduct/Update Analysis of Alternatives PRP-07.02 Acquisition? PRP-07.03 Create/Update Acquisition and Financial Management Plan PRP-07.04 Perform/Revise Cost Benefit Analysis PRP-07.05 Acquisition Lifecycle PRP-08 Conduct Critical Decision Review One (CD1) PRP-09 Update POLARIS Calendar

Project Planning 13

Project Planning Description and Goals Description This process is for planning and starting subsequent builds for projects. It includes project transitions required by the Veteran-Focused Integration Process (VIP) Guide, and transitions from the Project Management Institute (PMI) Project Management Body of Knowledge (PMBOK) Planning Phase into the Execution Phase. Planning is a continuous process and persists until all project builds are identified and all committed delivery milestones are met. Projects in the Planning phase must receive approval for entry into the Execution Phase through a Critical Decision 1 (CD1) approval review. The Portfolio Manager is responsible for establishing the Critical Decision 1 (CD1) review.

Project Planning integrates with a number of processes which include:

- Architectural Engineering Review Board Compliance (ACOM)

- Acquisition Life Cycle (Multiple processes)

- Data Storage Infrastructure Management (DSIM)

Goals Develop or update required artifacts Veteran-Focused Integration Process (VIP) Guide CD1 approval

- Initiate a project's release or subsequent sprint and build planning activities

- Define Product Acceptance Criteria and determine the need for Acquisition(s)

- Conduct CD1 Reviews to facilitate transition to PMI Executing Phase.

Project Planning 14

Project Planning RACI Information The following describes the RACI information for this process:

PRP-01.01 Define/Update Product Registration and Development Domain(s) Responsible Role: Project Manager

Accountable Role: Portfolio Manager

Consulted Role: None Listed

Informed Role: Stakeholder(s)

PRP-01.02 Identify/Establish/Update Project Management & Technical Environments Responsible Role: Project Manager



Informed Role: None Listed

PRP-02.01 Define/Update Business & Compliance Requirements Responsible Role: Project Manager

Accountable Role: Program Manager

Consulted Role: Stakeholder(s); System Owner; Portfolio Manager; Project Team; Director, Health Care Security Requirements


PRP-02.02 Select Needed Design Patterns Responsible Role: Project Manager


Consulted Role: Project Team; Stakeholder(s); Portfolio Manager; Solution Architect


Project Planning 15

PRP-02.03 Function Points Needed Responsible Role: Project Manager


Consulted Role: Stakeholder(s); Project Team


PRP-02.04 Perform Requirements-Based Estimation Responsible Role: Software Metrics and Estimation Team Member




PRP-03.01 Create/Update Project Management Plan Responsible Role: Project Manager


Consulted Role: Project Team


PRP-03.02 Define/Update Quality Assurance Plan Responsible Role: Project Manager




PRP-03.03 Define/Update Risk Management Plan Responsible Role: Project Manager




Project Planning 16

PRP-03.04 Define/Update Communication Management Plan Responsible Role: Project Manager


Consulted Role: Project Team; Stakeholder(s)


PRP-03.05 Create/Update Project Schedule Responsible Role: Project Manager




PRP-03.06 Create Risk Issue Log Responsible Role: Project Manager




PRP-03.07 Create/Update Software Configuration Management Procedures Responsible Role: Project Manager


Consulted Role: Configuration Manager


PRP-03.08 Identify/Update Staff Assignments Responsible Role: Project Manager


Consulted Role: Office of Responsibility; ITOPS Implementation Manager

Project Planning 17


PRP-03.09 Identify/Update Dependent Projects Responsible Role: Program Manager




PRP-03.10 Conduct Peer Review of Project Management Plan Responsible Role: Project Manager




PRP-03.11 Conduct Formal Review of Project Management Plan Responsible Role: Project Manager


Consulted Role: Stakeholder(s)


PRP-04.01 Impact? Responsible Role: Project Manager




PRP-04.02 Submit/Update Field Operations Resource Request Responsible Role: Project Manager


Project Planning 18



PRP-04.03 Submit/Update Enterprise Operations Intake Form Responsible Role: Project Manager




PRP-04.04 Confirm Assignment of Release Agent Responsible Role: Project Manager


Consulted Role: Release Manager


PRP-04.05 Confirm Release Requirements with PM Responsible Role: Release Agent


Consulted Role: Project Manager


PRP-04.06 Update Work Breakdown Structure Responsible Role: Project Manager




PRP-04.07 Draft/Update Information Systems Contingency Plan Responsible Role: Project Manager

Project Planning 19


Consulted Role: National Service Desk (NSD) Process Integration Team


PRP-04.08 Draft/Update Production Operations Manual Responsible Role: Project Manager




PRP-04.09 Create/Update Service Level Agreements Responsible Role: Project Manager




PRP-05.01 Conduct Release Agent Kick-off / Orientation Responsible Role: Release Agent

Accountable Role: Release Manager


Informed Role: Stakeholder(s); 508 Reviewer; Project Manager; Project Team; Enterprise Testing Service (ETS) Analyst

PRP-05.02 Identify Repository Access Requirements Responsible Role: Project Manager



Informed Role: Release Agent

Project Planning 20

PRP-05.03 Submit Repository Access Requirements Responsible Role: Release Agent




PRP-05.04 Grant Repository Access Responsible Role: Rational Tools Team

Accountable Role: Release Agent



PRP-05.05 Conduct High-level Evaluation of Epics Responsible Role: Enterprise Testing Service (ETS) Analyst

Accountable Role: Director, Enterprise Testing Service



PRP-05.06 Determine ETS Involvement Responsible Role: Enterprise Testing Service (ETS) Analyst

Accountable Role: Project Manager


Informed Role: Project Manager

PRP-05.07 SQAS Engagement? Responsible Role: Project Manager


Consulted Role: Software Quality Assurance Service Independent Verification and Validation Manager

Project Planning 21

Informed Role: Project Manager; Stakeholder(s)

PRP-05.08 Perform SQAS Evaluation Responsible Role: Software Quality Assurance Service Independent Verification and Validation Manager

Accountable Role: Associate Director, Software Quality Assurance Service



PRP-05.09 Communicate Test Schedules Responsible Role: Project Manager



Informed Role: Project Team; Stakeholder(s)

PRP-05.10.01 Test Environment Needed? Responsible Role: Project Manager


Consulted Role: Release Agent


PRP-05.10.02 Determine Test Environment Requirements Responsible Role: Project Manager


Consulted Role: Project Team; Enterprise Testing Service (ETS) Analyst; Enterprise Operations Storage Management Manager; Designated Approval Authority


PRP-05.10.03 Source? Responsible Role: Project Manager

Project Planning 22




PRP-05.10.04 Internal? Responsible Role: Project Manager




PRP-05.10.05 Provide ETS Legacy/VistA Test Environment Requirements Responsible Role: Project Manager



Informed Role: Enterprise Testing Service (ETS) Analyst

PRP-05.10.06 Provide ETS Legacy/VistA Test Environments Responsible Role: Enterprise Testing Service (ETS) Analyst



Informed Role: Project Team; Stakeholder(s)

PRP-05.10.07 Provide ITC Test Environment Requirements Responsible Role: Project Manager

Accountable Role: Product Manager


Informed Role: Enterprise Operations Storage Management Manager

PRP-05.10.08 Provide ITC Test Environments

Project Planning 23

Responsible Role: Enterprise Operations Storage Management Manager




PRP-05.10.09 External? Responsible Role: Project Manager




PRP-05.10.10 Provide Joint Test Environment Requirements Responsible Role: Project Manager




PRP-05.10.11 Provide Joint Test Environments Responsible Role: DOD/VA Development Test Center System Administrator

Accountable Role: Chair, DOD/VA IPO Joint Testing Environment



PRP-05.10.12 Prepare Contract Test Environment Requirements Responsible Role: Project Manager




Project Planning 24

PRP-05.10.13 Acquisition Requirements Package Preparation Responsible Role: Project Manager




PRP-05.11 Test Preparation Responsible Role: Project Manager




PRP-06.01 VASI Update Needed? Responsible Role: Project Manager




PRP-06.02 Submit VASI Update Responsible Role: Project Manager




PRP-06.03 Design Review Required? Responsible Role: Project Manager


Consulted Role: Systems Engineering Group


Project Planning 25

PRP-06.04.01 Request Design Review Responsible Role: Project Manager




PRP-06.04.02 Analyze Input Responsible Role: Systems Engineering Group




PRP-06.04.03 Inputs Complete? Responsible Role: Systems Engineering Group




PRP-06.04.04 Define Additional Requirements Responsible Role: Systems Engineering Group




PRP-06.04.05 Submit Additional Requirements Responsible Role: Project Manager



Project Planning 26


PRP-06.04.06 Refine Analysis Summary Responsible Role: Systems Engineering Group




PRP-06.04.07 Review Analysis Summary Responsible Role: Project Manager




PRP-06.05 New Data Storage Requirements? Responsible Role: Project Manager




PRP-06.06 Data & Storage Management - Enterprise Storage Management Responsible Role: Project Manager




PRP-07.01 Conduct/Update Analysis of Alternatives Responsible Role: Project Manager


Project Planning 27



PRP-07.02 Acquisition? Responsible Role: Project Manager




PRP-07.03 Create/Update Acquisition and Financial Management Plan Responsible Role: Project Manager


Consulted Role: Stakeholder(s); Contract Specialist; Contracting Officer's Representative


PRP-07.04 Perform/Revise Cost Benefit Analysis Responsible Role: Project Manager


Consulted Role: Contracting Officer's Representative; Project Team


PRP-07.05 Acquisition Lifecycle Responsible Role: Project Manager


Consulted Role: Contracting Officer's Representative

Informed Role: Contract Specialist; Contracting Officer

PRP-08 Conduct Critical Decision Review One (CD1) Responsible Role: Portfolio Manager

Project Planning 28


Consulted Role: Project Manager; Product Owner; Stakeholder(s); VIP Business Office


PRP-09 Update POLARIS Calendar Responsible Role: Project Manager

Accountable Role: Project Manager



Project Planning 29

Project Planning Associated Artifacts Information Associated Artifacts information (including hyperlinks) for this process includes:

Acquisition and Financial Management Plan Template with QUAD

Acquisition Requirements Package

Alternatives Analysis Template

Artifact Review Agenda and Minutes Template

Business Epic

Business Sub-epic

Business User Story

Communications Plan Template

Compliance Epic

Compliance Sub-epic

Compliance User Story

Cost Benefit Analysis Template

Critical Decision 1 Template

Defect Log

Enterprise Operations Intake Form Template

Field Operations Resource Request Form Template

Information System Contingency Plan Template

Interconnection Security Agreement/Memorandum of Understanding Template

Production Operations Manual Template

Project Dependency Spreadsheet Template

Project Management Plan (PMP) Template

Record of Notification Template

Risk Analysis Summary

Risk Log

Service Level Agreement Template

Software Configuration Management Procedures Template

Test Evaluation Template

Test Results

V&V Secure Code Review Validation Request Form

Project Planning 30

Project Planning Tools and Web Sites Information The Tools and Web Sites associated with this process (including hyperlinks) include:

Agiliance RiskVision Enterprise Operations GRC Instance

Agiliance RiskVision National Release GRC Instance

Application Structure & Integration Services Website

Communication Plans Website

Enterprise Design Patterns, Design Pattern Library

Enterprise Testing Service Portal

ERM Risk Portal

Field Operations Resource Request

Government-Hosted Cloud/Shared Infrastructure

IBM Rational RequisitePro

International Function Point Users Group

IT Operations and Services Resource Request

MyVA Elevated Privileges

Office of Information Security Portal, Cyber Security, Policy Management Home Page

Office of Information Security Risk Based Decisions Portal

OI&T Enterprise Risk Registry

OI&T Risk Registry

OneVA EA Business Architecture

One-VA Technical Reference Model

PD Documents & Communications Website

POLARIS Enterprise Release Calendar

Primavera Implementation Web Site

Primavera P6 Enterprise Portfolio Project Management (P6 EPPM), Progress Reporter

Primavera P6 Enterprise Portfolio Project Management (Primavera P6 EPPM), Project Management

Primavera Policy and Standard Operating Procedures

Primavera Progress Reporter

Product Registration Database

Rational Quality Manager (Quality Management)

Rational Requirements DOORS Next Generation

Rational Team Concert (Change/Configuration Management)

Project Planning 31

Release Request Process Site

Resource Management Process

Section 508 Developers Resources Portal

Section 508 Intranet Home Page

Section 508 Policies and Procedures

Section 508 Standards Checklists, and Document Applications Checklists

Section 508 VA Best Practices

Technical Services Project Repository (TSPR)

VA EA Enterprise Shared Services / Service Oriented Architecture

VA EA Home

VA Systems Inventory

VIP Dashboard

VIP Request System

Virtual Office of Acquisition

Virtual Office of Acquisition (VOA), Customer Acquisition Portal (CAP)

VistA FORUM Systems

Work Breakdown Structure

Work Information Tracking System (WITS)

Project Planning Standards Information Standards associated with this process (including hyperlinks) include:

Approved Applications Abbreviations

CAE Cost Estimating Process Guide

Critical Decision Event SOP

Digital Signature Guide

Displaying Sensitive Data Guide

Enterprise Operations (EO) Service Catalog

Enterprise Testing Service Test Center Service Request Form Quick Reference Guide

Enterprise Testing Service Testing Guide

Federal Acquisition Regulation (FAR)

Federal Manager's Financial Integrity Act of 1982

FORUM Primer A Practical Guide to Using FORUM as a Research Tool

Framework for Improving Critical Infrastructure Cybersecurity

Project Planning 32

GAO Cost Estimating and Assessment Guide

IBM Rational Implementation - Rational DOORS

IEEE Standard 1012 for System and Software Verification and Validation

IEEE Standard 829 for Software and System Test Documentation

Interagency Program Office Program Management Support IPO iEHR Volume 3 SOI Governance 10312013

Jazz Tools Role Descriptions

NIST Special Publication 800-34 Rev. 1 - Contingency Planning Guide for Federal Information Systems

OED Project Repository (TSPR) User Manual/Project Data Entry SOP 192-137 - Business Rules

Office of Enterprise Development (OED) Project Repository (TSPR) User Manual/Project Data Entry Guide

OMB Circular A-123, Management’s Responsibility for Internal Control

OMB Circular A-127, Financial Management Systems (revised)

POLARIS Enterprise Release Calendar (POLARIS) User Guide

Primavera Schedule Minimum Requirements Checklist

Quality Assurance Standard

Rational Doors Next Generation Permissions Matrix

Rational Jazz: New Application Server Addresses for BROWSER Access

Rational Quality Manager (RQM) 4.0.7, Project Properties

Rational Team Concert (RTC) Fields

Rational Team Concert (RTC) How to Create a New Stream (with New Components and Repository Workspaces) Work Instructions

Rational Team Concert (RTC) How to Create a Repository Workspace from an Existing Stream Work Instructions

Rational Team Concert (RTC) How to Create a VIP Defect Log Work Instructions

Rational Team Concert (RTC) How to Create a VIP Risk Log Work Instructions

Rational Team Concert (RTC) How to Export Work Item Data from RTC Work Instructions

Rational Team Concert (RTC) How to Import Work Item Data into RTC Work Instructions

Rational Team Concert (RTC) How to Merge Baselines in RTC Work Instructions

Rational Team Concert (RTC) How to Perform as a Scrum Master Work Instructions

Rational Team Concert (RTC) How to Start Planning in RTC Work Instructions

Rational Team Concert (RTC) How to Use Basic RTC Source Control Command Line Reference

Project Planning 33

Rational Team Concert (RTC) How to Use Basic RTC Source Control on the Web Work Instructions

Rational Team Concert (RTC) How to Use Basic RTC Source Control With the Eclipse Client Work Instructions

Rational Team Concert (RTC) How to Use Basic RTC Source Control With the Shell Client Work Instructions

Rational Team Concert (RTC) How to Use Basic RTC Source Control With the Visual Studio Client Work Instructions

Rational Team Concert (RTC) How to Use Diagram Editor RDNG Work Instructions

Rational Team Concert (RTC) How to Work With Baselines in RTC Work Instructions

Rational Team Concert (RTC) Report and Widget Samples

Rational Tools Implementation Questionnaire

Release Requirements User Stories Decision Tree

Scheduling Requirements in VA Primavera

Section 508 Background and Standards

Section 508 Policy and Procedures


Section 508 Standards for Electronic and Information Technology

Software Configuration Management Plan Standard

Universal Project Milestone Reference Table

VA Cost Estimating Guide

VA Directive 4900, Internal Controls for Financial and Financial Interfacing Automated Information Systems

VA Directive 6051, Enterprise Architecture

VA Directive 6500, Managing Information Security Risk: VA Information Security Program

VA Directive 6518, Enterprise Information Management

VA Directive 6551, Enterprise Design Patterns

VA Handbook 6500, Risk Management Framework for VA Information Systems - Tier 3: VA Information Security Program

VA Handbook 6500.2, Management of Data Breaches Involving Sensitive Personal Information (SPI)

VA Handbook 6500.8, Information System Contingency Planning

Veteran Focused Integration Process (VIP) Guide

Veteran-focused Integration Process (VIP) Release Process Guide

Work Instruction - How to Use Modules in RDNG

Project Planning 34

Work Instructions - How to Manage Requirements in RM

Work Instructions - How to Use Cross Project Links in RM

Project Planning 35

Project Planning Process Process Activity Name: PRP-01 Initiate Planning Previous Activities Process Begins

Next Activities PRP-01.01 Define/Update Product Registration and Development Domain(s)

Description The Initiate Planning sub-process cycle through the following dependent activities:

- Define/Update Product Registration and Development Domain(s)

- Identify/Establish/Update Project Management & Technical Environments

Process Activity Name: PRP-01.01 Define/Update Product Registration and Development Domain(s) Previous Activities PRP-01 Initiate Planning

Next Activities PRP-01.02 Identify/Establish/Update Project Management & Technical Environments

Description The Project Manager defines for new projects or updates for subsequent releases the product registration and development domain(s). All Class 1 built or acquired Enterprise Program Management Office (EPMO-managed software products are centrally registered to reflect product existence in the OI&T product portfolio and are assigned a development domain to provide for the separation of work done in different products, enable Class 2 and 3 local enhancements where permitted, and enable integration of products into the VA architecture. Each product is reserved a protected formal name for its development domain and may be assigned additional coding boundaries for constructs inherent to a particular technology such as specific database engines, user interfaces, programming languages and associated utilities, etc. Through this process, the configuration of a software product is defined.

Input Business Case Document

Project Management Plan

Product Registration (if exists)

Output Assigned Development Domains

Product Registration OR

Updated Product Registration

Project Planning 36

Associated Artifacts None Listed

Responsible Role Project Manager

Accountable Role Portfolio Manager

Consulted Role None Listed

Informed Role Stakeholder(s)

Tools and Websites Application Structure & Integration Services Website

Product Registration Database

VistA FORUM Systems

Standards FORUM Primer A Practical Guide to Using FORUM as a Research Tool

More Info Refer to the ‘Integration Agreements’ menu in the database on the VistA FORUM Systems where data entry is facilitated and the information is housed.

Process Activity Name: PRP-01.02 Identify/Establish/Update Project Management & Technical Environments Previous Activities PRP-01.01 Define/Update Product Registration and Development Domain(s)

Next Activities PRP-02 Review Functional and Technical Requirements

And

PRP-03 Develop Project Management Plan (PMP)

Description The Project Manager ensures for a new project, or updates existing documents for subsequent increments, the hardware, software, and tools needed to perform the functions for the project, including the following:

-Identification of Development Environment and Account

-Identification of Technical Environment

Project Planning 37

-Appropriate access for developers to the Development Account

-Ensure the Environments are fully patched

-Hardware (coordinate with Enterprise Systems Engineering (ESE))

-IBM Rational Tools

-VIP Dashboard

-Project SharePoint

-Project entry in the Project Repository

-Project Schedule in the designated Project Management Tool

-Identification of Training required to use the tools and methods

-User accounts established and configured according to standards

Input Project Charter

VIP Dashboard

Project Management Environment

Project Technical Environment

Output Updated VIP Dashboard

Updated Project Management Environment

Updated Project Technical Environment





Informed Role None Listed

Tools and Websites VIP Dashboard

MyVA Elevated Privileges

Project Planning 38

OneVA EA Business Architecture

One-VA Technical Reference Model

Standards None Listed

More Info None Listed

Process Activity Name: PRP-02 Review Functional and Technical Requirements Concurrent Activities PRP-03 Develop Project Management Plan (PMP)

Previous Activities PRP-01.02 Identify/Establish/Update Project Management & Technical Environments

Next Activities PRP-02.01 Define/Update Business & Compliance Requirements

And

PRP-02.02 Select Needed Design Patterns

And

PRP-02.03 Function Points Needed

And

PRP-02.04 Perform Requirements-Based Estimation

Description The sub-process Review Functional and Technical Requirements cycles through the following dependent activities:

- Define/Update Business & Compliance Requirements Specifications

- Select Needed Design Patterns

- Function Points Needed?

- Perform Requirements-Based Estimation

Process Activity Name: PRP-02.01 Define/Update Business & Compliance Requirements Concurrent Activities PRP-02.02 Select Needed Design Patterns

And


Project Planning 39

And


Previous Activities PRP-02 Review Functional and Technical Requirements

Next Activities PRP-04 Initiate Release Planning

And

PRP-05 Conduct Initial Test Planning

And

PRP-06 Initiate Technical Reviews

Description The Project Manager works with the various groups to define/update business & compliance requirements in Rational Requirements DOORS Next Generation and Rational Team Concert (Change/Configuration Management) as necessary. Requirements that should be considered should include but not limited to:

- Functional

- Multi-Divisional

- Performance

- Reliability

- Security

- Usability (including Section 508 compliance)


Business Epics

Business Sub-epics

Business User Stories

Compliance Epics

Compliance Sub-epics

Compliance User Stories

Output Updated Business Epics

Updated Business Sub-epics

Updated Business User Stories

Project Planning 40

Updated Compliance Epics

Updated Compliance Sub-epics

Updated Compliance User Stories

Associated Artifacts Business Epic

Business Sub-epic

Business User Story

Compliance Epic

Compliance Sub-epic

Compliance User Story


Accountable Role Program Manager

Consulted Role Stakeholder(s); System Owner; Portfolio Manager; Project Team; Director, Health Care Security Requirements


Tools and Websites Section 508 Policies and Procedures



Section 508 Intranet Home Page



Section 508 VA Best Practices

Standards Section 508 Background and Standards

Section 508 Policy and Procedures


Section 508 Standards for Electronic and Information Technology

VA Directive 6518, Enterprise Information Management

Project Planning 41


More Info Contact the Section 508 Office at the mail group [email: [email protected]] to obtain the appropriate checklists.

When business and compliance requirements are updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-02.02 Select Needed Design Patterns Concurrent Activities PRP-02.01 Define/Update Business & Compliance Requirements

And


And




And


And


Description The Project Manager reviews the Design Patterns and uses project needs as specified in the Business Process Models, Business Case Document, and Concept of Operations to select Design Patterns that identify potential standard solutions to the project design problems. The Project Manager confers with the Solution Architect on the Enterprise Shared Services and Service Oriented Architecture (SOA) Infrastructure Services to identify which security, data, and infrastructure services are appropriate for their application which initiates the alignment of the project with VA Enterprise Architecture (EA) and updates the Rational Requirements DOORS Next Generation Database.


Business Epics

Project Planning 42

Business Sub-epics

Compliance Epics


Output Selected Design Patterns

Updated Business Epics

Updated Business Sub-epics

Updated Compliance Epics

Updated Compliance Sub-epics

Associated Artifacts Business Epic

Business Sub-epic

Compliance Epic

Compliance Sub-epic



Consulted Role Project Team; Stakeholder(s); Portfolio Manager; Solution Architect


Tools and Websites Enterprise Design Patterns, Design Pattern Library

VA EA Enterprise Shared Services / Service Oriented Architecture

VA EA Home



Standards VA Directive 6051, Enterprise Architecture

VA Directive 6551, Enterprise Design Patterns


Project Planning 43

More Info Suggestions on Design Patterns or other VA EA content can be submitted using the Feedback Section at the lower corner of the VA EA Home page.

When business and compliance epics and sub-epics are updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-02.03 Function Points Needed Concurrent Activities PRP-02.01 Define/Update Business & Compliance Requirements

And



Next Activities If "Yes":


Or

If "No":

PRP-04 Initiate Release Planning

And


And


Description The Project Manager determines if Function Points are needed (Yes) or not needed (No) to assist in project estimation and project planning.



Consulted Role Stakeholder(s); Project Team

Project Planning 44


Process Activity Name: PRP-02.04 Perform Requirements-Based Estimation Concurrent Activities PRP-02.01 Define/Update Business & Compliance Requirements

And


Previous Activities PRP-02.03 Function Points Needed


And


And


Description The Software Metrics and Estimation (SM&E) Team Member will:

-Respond to requests for project Function Point Analysis Services

-Assign each incoming Function Point Analysis Service request to SM&E Team Member

-Monitor, track, and report on assigned requests

-Conduct Function Point Analysis activities in accordance with the current version of the counting rules of the International Function Point Users Group (IFPUG) and in accordance with accepted local counting guidelines

The Project Manager or designee will work with the SM&E Team Member to update, as needed, the project schedule and labor estimates to reflect values listed in the Function Point Estimate Workbook.

Input Application Function Point Baseline Count

Business Case Document

Business Epics

Business Sub-epics


Project Planning 45

Compliance Epics



Output Function Point Estimate Workbook


Responsible Role Software Metrics and Estimation Team Member




Tools and Websites International Function Point Users Group

Standards OED Project Repository (TSPR) User Manual/Project Data Entry SOP 192-137 - Business Rules

Office of Enterprise Development (OED) Project Repository (TSPR) User Manual/Project Data Entry Guide


More Info Access to the IFPUG CPM requires Global Corporate Membership requirements that must be followed. For further guidance and assistance contact mail group VA OIT PD PPO Project Estimation Support.

PPO Project Estimating Support estimates the project's functional size and the build 1 functional size prior to CD1, based on the functional user requirements as documented in the Epics and User Stories. Once the functional sizing has been completed, they use that size (along with other factors) as an input to their estimation tools, to provide a risk-adjusted estimate of build 1 and the known project scope.

Once the Build is complete, a final Function Point measurement of the functionality actually delivered to the field is prepared as part of the development build. This provides the teams

Project Planning 46

Observed Velocity which helps in subsequent build planning. Then contact PPO Project Estimating Support again as soon as the next Build's functional requirements are stable and they will provide a sizing and estimate for that scope as well.

Upon completion of the project, a final Function Point measurement of the functionality actually delivered to the field is prepared. This data, along with project effort hours and duration, are aggregated into the historical project performance knowledge base. From this knowledge base, they use statistical methods to derive ever-improving forecasting models that accurately reflect current capability.

Contact mail group VA OIT PD PPO Project Estimation Support to submit your request. Please include the following:

• The name of the project.

• The EPS number.

• Planned build start date.

• A link to the functional specifications that list and describe all the functional user requirements for build 1 only.

• A link to the functional specifications that list and describe all the known functional user requirements for all subsequent builds.

• The name of the functional analysts whom we can contact with any questions regarding those requirements.

Process Activity Name: PRP-03 Develop Project Management Plan (PMP) Concurrent Activities PRP-02 Review Functional and Technical Requirements

Previous Activities PRP-01 Initiate Planning

Next Activities PRP-03.01 Create/Update Project Management Plan

And

PRP-03.02 Define/Update Quality Assurance Plan

And

PRP-03.03 Define/Update Risk Management Plan

And

Project Planning 47

PRP-03.04 Define/Update Communication Management Plan

And

PRP-03.05 Create/Update Project Schedule

And

PRP-03.06 Create Risk Issue Log

And

PRP-03.07 Create/Update Software Configuration Management Procedures

Description The sub-process Develop Project Management Plan (PMP) cycles through the following activities:

- Create/Update Project Management Plan

- Define/Update Quality Assurance Plan

- Define/Update Risk Management Plan

- Define/Update Communication Management Plan

- Create/Update Project Schedule

- Create Risk Issue Log

- Create/Update Software Configuration Management Procedures

- Identify/Update Dependent Projects

- Conduct Peer Review of Project Management Plan

- Conduct Formal Review of Project Management Plan

Process Activity Name: PRP-03.01 Create/Update Project Management Plan Concurrent Activities PRP-03.02 Define/Update Quality Assurance Plan

And


And


And


And


And

Project Planning 48


Previous Activities PRP-03 Develop Project Management Plan (PMP)

Next Activities PRP-03.08 Identify/Update Staff Assignments

Description The Project Manager creates/updates the Project Management Plan (PMP) which is the formal, approved document that defines show the project is executed, monitored, and controlled. It is composed of one or more subsidiary management plans and other planning documents. The objective of the PMP is to define the management approach to be used by the project team to deliver the intended increment(s).



Business Epics

Business Sub-epics


Compliance Epics



Project Management Plan (if available)

Output Project Management Plan OR

Updated Project Management Plan

Associated Artifacts Project Management Plan (PMP) Template



Consulted Role Project Team


Project Planning 49

Tools and Websites Rational Team Concert (Change/Configuration Management)

Section 508 Developers Resources Portal




Process Activity Name: PRP-03.02 Define/Update Quality Assurance Plan Concurrent Activities PRP-03.01 Create/Update Project Management Plan

And


And


And


And


And




Description The Project Manager defines/updates the Quality Assurance (QA) Plan and captures it in the appropriate sections of the Project Management Plan. The QA Plan details the overall approach to quality assurance activities for a project. The QA Plan documents how the project defines, implements, and assures quality during the development process. The QA Plan defines the systematic activities that ensure quality requirements are fulfilled by providing a measurement process, comparison with a standard, monitoring of processes and an associated feedback loop that confers error prevention.

Project Planning 50


Business Epics

Business Sub-epics


Compliance Epics



Output Updated Project Management Plan (Quality Assurance Plan)






Tools and Websites Section 508 Developers Resources Portal




Standards Quality Assurance Standard


Process Activity Name: PRP-03.03 Define/Update Risk Management Plan Concurrent Activities PRP-03.01 Create/Update Project Management Plan

Project Planning 51

And


And


And


And


And




Description The Project Manager updates the Project Management Plan (PMP) by defining/updating the Risk Management Section. The Project Manager has the option to create a separate Risk Management Plan and reference in the PMP. Risk Management is the art and science of identifying, analyzing, and responding to risk factors throughout the life of a project and in the best interests of its objectives. The project identifies, analyzes, tracks, and monitors risks that may negatively impact the project’s performance, costs, and schedule, as well as any risks that impact other projects.

Input Agiliance RiskVision Enterprise Operations GRC Instance



Business Epics

Business Sub-epics


Compliance Epics



POLARIS Enterprise Release Calendar


Risk Log

Project Planning 52

Output Updated Project Management Plan (Risk Management Plan)










ERM Risk Portal



OI&T Risk Registry


VIP Dashboard

Standards VA Directive 6500, Managing Information Security Risk: VA Information Security Program



Process Activity Name: PRP-03.04 Define/Update Communication Management Plan Concurrent Activities PRP-03.01 Create/Update Project Management Plan

Project Planning 53

And


And


And


And


And




Description The Project Manager works with the Stakeholder and Project Team to create the Communication Management Plan if needed by the project. The Communication Management Plan describes how projects should communicate with team members, end users, management, and other points of contact. The plan describes how stakeholders are kept informed of project activities, as well as the mechanism to receive stakeholder feedback and adjust activities accordingly in a timely manner. The plan provides details for how products are delivered (minutes, dashboard, briefings, documentation, etc.) and where they are stored.



Output Communication Management Plan

Associated Artifacts Communications Plan Template



Project Planning 54

Consulted Role Project Team; Stakeholder(s)


Tools and Websites Communication Plans Website




Process Activity Name: PRP-03.05 Create/Update Project Schedule Concurrent Activities PRP-03.01 Create/Update Project Management Plan

And


And


And


And


And




Description The Project Manager creates/updates the Project Schedule and updates the VIP Dashboard based on the activities defined in the Process Asset Library and the required Veterans-Focused Integrated Process. The schedule includes the required Critical Designs. The schedule takes into consideration the type and size of the project, product, application, and system when considering potential methodologies that can be applied (for example: Sequential, Iterative, or Agile) and the

Project Planning 55

number of increments required for delivery. All releases come with a 30 day warranty. Sustainment of the released product for 30 days post full implementation is the responsibility of the project team and MUST be planned for in the project release schedule, and associated development contract(s). This responsibility includes the resolution of the reported issue(s) (development, testing, and release) that pertain to this release. It is possible for the post release sustainment to go past the 30 day warranty timeframe due to any issues realized within the release. 30 day warranty timeframe(s) will be extended until all issues are resolved that pertain to any project release. The project team (and associated vendors, if applicable) is required to finish all work necessary for the deployment of the product.


Business Epics

Business Sub-epics


Compliance Epics




Project Schedule

Output Project Schedule

Updated Project Schedule






Tools and Websites PD Documents & Communications Website


Project Planning 56




VIP Dashboard

Standards Scheduling Requirements in VA Primavera

Universal Project Milestone Reference Table


Process Activity Name: PRP-03.06 Create Risk Issue Log Concurrent Activities PRP-03.01 Create/Update Project Management Plan

And


And


And


And


And




Description The Project Manager documents the initial risks that may have an impact on the project's cost, schedule, or performance.

Input Agiliance RiskVision Enterprise Operations GRC Instance



Project Planning 57

Business Epics

Business Sub-epics


Compliance Epics




Risk Log

Output Risk Log

Associated Artifacts Risk Log







VIP Dashboard



ERM Risk Portal



OI&T Risk Registry


Standards VA Directive 6500, Managing Information Security Risk: VA Information Security Program

Project Planning 58

VA Handbook 6500, Risk Management Framework for VA Information Systems - Tier 3: VA Information Security Program



More Info When the Risk Log is updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-03.07 Create/Update Software Configuration Management Procedures Concurrent Activities PRP-03.01 Create/Update Project Management Plan

And


And


And


And


And




Description The Project Manager works with the Configuration Manager to update existing Software Configuration Management (CM) Procedure documents for each Product being worked within the Project to include Project specific information. If the products being worked do not have a Software Configuration Management Procedures document, one must be created for each Product from the Software Configuration Management Procedures template. The Software Configuration Management Procedures document will cover the following:

- Acronyms, Abbreviation and Terms

Project Planning 59

- Activities

- Overview

- Roles and Responsibilities

- Software CM Environment

- Software CM Procedures

Input Software Configuration Management Procedures

Output Software Configuration Management Procedures

Updated Software Configuration Management Procedures

Associated Artifacts Software Configuration Management Procedures Template



Consulted Role Configuration Manager


Tools and Websites IBM Rational RequisitePro

Standards Software Configuration Management Plan Standard


Process Activity Name: PRP-03.08 Identify/Update Staff Assignments Previous Activities PRP-03.01 Create/Update Project Management Plan

AND


AND

Project Planning 60


AND


AND


AND


AND


Next Activities PRP-03.09 Identify/Update Dependent Projects

Description The Project Manager works with the appropriate Office of Responsibility to apply sufficient staff as identified in the project and increment plans, with the appropriate skills, to enable successful execution of the project or increment. This is defined in the Budget Operating Plan.

The Project Manager, to obtain government staff, must:

- Develop/update a specific resource list of government staff by competency needed for desktop to data center including management, development, testing, operations, security, and sustainment

- Notify appropriate organizations to identify needed staff by competency. These organizations are then responsible for coordinating with the leadership within their competency office for required personnel

Input Project Management Plan

Output Project Resource Assignments




Consulted Role Office of Responsibility; ITOPS Implementation Manager

Project Planning 61


Tools and Websites Resource Management Process

IT Operations and Services Resource Request



More Info Resource requests are reviewed and prioritized. The assignment turnaround time varies.

The EPMO EPMD Executive Director is consulted when the project scope includes new applications or major enhancements and upgrades to existing systems.

The IT Operations and Services Implementation Manager is consulted when the project scope includes hardware, network or infrastructure changes/upgrades, routine enhancements and upgrades to existing systems, and/or maintenance.

Process Activity Name: PRP-03.09 Identify/Update Dependent Projects Previous Activities PRP-03.08 Identify/Update Staff Assignments

Next Activities PRP-03.10 Conduct Peer Review of Project Management Plan

Description The Program Manager, to ensure proper planning, determines the project's dependencies as related to other projects. This information is used to create the Project Dependency Matrix which includes:

- A listing of the projects

- A description of the project

- A description of the dependency

- Known schedule impacts


Business Epics

Project Planning 62

Business Sub-epics


Compliance Epics




Project Selected Design Patterns

Output Project Dependency Matrix

Associated Artifacts Project Dependency Spreadsheet Template

Responsible Role Program Manager




Tools and Websites Work Information Tracking System (WITS)




Process Activity Name: PRP-03.10 Conduct Peer Review of Project Management Plan Previous Activities PRP-03.09 Identify/Update Dependent Projects

Next Activities PRP-03.11 Conduct Formal Review of Project Management Plan

Project Planning 63

Description The Project Manager conducts the Project Management Plan Peer Review in accordance with the Process Reviews Guide (appropriate sections pertaining to Peer Reviews) performing the following general steps:

- Distribute the Peer Review Materials

- Review the Peer Review Materials

- Distribute the Consolidated Peer Review Findings

- Record the Finding Resolutions

- Implement the Finding Resolutions

The goal of the peer review of the Project Management Plan is to resolve any questions the project team may have and to ensure quality of the deliverable.


Output Project Management Plan Review Findings Summary

Record of Notification


Associated Artifacts Record of Notification Template







Project Planning 64

Standards Quality Assurance Standard


Process Activity Name: PRP-03.11 Conduct Formal Review of Project Management Plan Previous Activities PRP-03.10 Conduct Peer Review of Project Management Plan


And


And


Description The Project Manager conducts a Formal Review of the Project Management Plan in accordance with the Process Reviews Guide (appropriate sections pertaining to Formal Reviews) performing the following general steps:

- Plan the Formal Review

- Review the Formal Review Materials

- Implement the Finding Resolutions

The goal of the formal review is to obtain stakeholder concurrence of the Project Management Plan and the appropriate approval signatures.


Output Artifact Review Agenda and Minutes

Project Management Plan Checklist (Review Findings Summary included)

Updated Project Management Plan (Approval Signatures included)

Associated Artifacts Artifact Review Agenda and Minutes Template


Project Planning 65



Consulted Role Stakeholder(s)


Tools and Websites IBM Rational RequisitePro


Standards Digital Signature Guide

Quality Assurance Standard


Process Activity Name: PRP-04 Initiate Release Planning Concurrent Activities PRP-05 Conduct Initial Test Planning

And



AND


Next Activities PRP-04.01 Impact?

Description The Initiate Release Planning sub-process cycles through the following dependent activities:

- Impact?

- Submit/Update Field Operations Resource Request

- Submit/Update Enterprise Operations Intake Form

Project Planning 66

- Confirm Assignment of Release Agent

- Confirm Release Requirements with PM

- Update Work Breakdown Structure

- Create/Update Information Systems Contingency Plan

- Create/Update Production Operations Manual

- Create/Update Service Level Agreements

Process Activity Name: PRP-04.01 Impact? Previous Activities PRP-04 Initiate Release Planning

Next Activities If "FO Impact":

PRP-04.02 Submit/Update Field Operations Resource Request

Or

If "EO Impact":

PRP-04.03 Submit/Update Enterprise Operations Intake Form

Or

If "No Impact":

PRP-04.04 Confirm Assignment of Release Agent

Description The Project Manager determines if there is Enterprise (EO), Field Operations (FO), or No Impact.





Process Activity Name: PRP-04.02 Submit/Update Field Operations Resource Request Previous Activities PRP-04.01 Impact?

Project Planning 67

Next Activities PRP-04.04 Confirm Assignment of Release Agent

Description The Project Manager works with the Field Operations (FO) project team member to submit the FO Resource Request providing Field Operations current planning information for purposes of determining resource requirements and project support levels.



VIPR

Output Field Operations Resource Request

Associated Artifacts Field Operations Resource Request Form Template





Tools and Websites Field Operations Resource Request



Process Activity Name: PRP-04.03 Submit/Update Enterprise Operations Intake Form Previous Activities PRP-04.01 Impact?

Project Planning 68

Next Activities PRP-04.04 Confirm Assignment of Release Agent

Description The Project Manager submits the Enterprise Operations Intake Form to provide Enterprise Operations current planning Information for purposes of determining enterprise resource requirements and project support levels.



VIPR

Output Enterprise Operations Intake Form

Associated Artifacts Enterprise Operations Intake Form Template





Tools and Websites None Listed



Process Activity Name: PRP-04.04 Confirm Assignment of Release Agent Previous Activities PRP-04.01 Impact?

Or

Project Planning 69

PRP-04.02 Submit/Update Field Operations Resource Request

Or

PRP-04.03 Submit/Update Enterprise Operations Intake Form

Next Activities PRP-04.05 Confirm Release Requirements with PM

Description The Project Manager working with Release Management ensures assignment of a Release Agent.



VIPR

Output Release Agent Assignment




Consulted Role Release Manager


Tools and Websites Release Request Process Site

Standards Veteran Focused Integration Process (VIP) Guide



Project Planning 70

Process Activity Name: PRP-04.05 Confirm Release Requirements with PM Previous Activities PRP-04.04 Confirm Assignment of Release Agent

Next Activities PRP-04.06 Update Work Breakdown Structure

Description The Release Agent contacts the Project Manager (PM) to review and confirm Release Requirements, to be provided in final form in the project repository.

Input List of Potential Requirements for Release

VIPR

Output Tailored List of Release Requirements (if applicable)


Responsible Role Release Agent


Consulted Role Project Manager


Tools and Websites Release Request Process Site

Standards Veteran Focused Integration Process (VIP) Guide



Project Planning 71

Process Activity Name: PRP-04.06 Update Work Breakdown Structure Previous Activities PRP-04.05 Confirm Release Requirements with PM

Next Activities PRP-04.07 Draft/Update Information Systems Contingency Plan

And

PRP-04.08 Draft/Update Production Operations Manual

And

PRP-04.09 Create/Update Service Level Agreements

Description The Project Manager adds tasks to the work breakdown structure for the creation or update of required artifacts. Artifacts required by the Release Agent must be available for review no later than 10 days prior to Critical Decision 2. Examples of required artifacts include the Version Description Document, the Production Operations Manual, and other key support materials.


Project Schedule


Output Updated VIP Dashboard


Updated Work Breakdown Structure






Project Planning 72

Tools and Websites Work Breakdown Structure

Primavera Progress Reporter

Primavera Policy and Standard Operating Procedures


Primavera P6 Enterprise Portfolio Project Management (P6 EPPM), Progress Reporter

Primavera P6 Enterprise Portfolio Project Management (Primavera P6 EPPM), Project Management

VIP Dashboard

Standards Primavera Schedule Minimum Requirements Checklist


Process Activity Name: PRP-04.07 Draft/Update Information Systems Contingency Plan Concurrent Activities PRP-04.08 Draft/Update Production Operations Manual

And


Previous Activities PRP-04.06 Update Work Breakdown Structure

Next Activities PRP-07 Evaluate New Acquisitions

Description The Project Manager creates/updates the Information Systems Contingency Plan to provide specific strategies and actions to deal with an emergency related to the specific product to be released.


Business Epics

Business Sub-epics


Compliance Epics


Project Planning 73


Information Systems Contingency Plan


Output Information Systems Contingency Plan OR

Updated Information Systems Contingency Plan

Associated Artifacts Information System Contingency Plan Template



Consulted Role National Service Desk (NSD) Process Integration Team



Standards Approved Applications Abbreviations


NIST Special Publication 800-34 Rev. 1 - Contingency Planning Guide for Federal Information Systems

VA Handbook 6500.8, Information System Contingency Planning

More Info The Information Systems Contingency Plan is finalized in the Assessment and Authorization (AAA) process.

Process Activity Name: PRP-04.08 Draft/Update Production Operations Manual Concurrent Activities PRP-04.07 Draft/Update Information Systems Contingency Plan

And


Project Planning 74



Description The Project Manager creates/updates the Production Operations Manual (POM) which defines the specific technical and operational processes that must be carried out on daily, weekly, monthly or yearly basis. The POM provides Field Operations staff the necessary instructions to operate and support production computer systems. The Project Manager defines the sections of the POM with the information available.

Input Production Operations Manual


Requirements Specifications Document

System Design Document

Output Production Operations Manual

Updated Production Operations Manual

Associated Artifacts Production Operations Manual Template






Standards Approved Applications Abbreviations



Project Planning 75

More Info Other sections of the POM are updated as information becomes available.

When the Production Operations Manual is updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-04.09 Create/Update Service Level Agreements Concurrent Activities PRP-04.07 Draft/Update Information Systems Contingency Plan

And

PRP-04.08 Draft/Update Production Operations Manual



Description The Project Manager creates/updates Service Level Agreements (SLAs), which are a negotiated agreement between two parties (i.e., OI&T and ESE, or OI&T and FOD) where one is the customer and the other is the service provider. This can be a legally binding formal or informal 'contract'. The SLA records a common understanding about services, priorities, responsibilities, guarantees and warranties. Each area of service scope should have the 'level of service' defined. The SLA may specify the levels of availability, serviceability, performance, operation, or other attributes of the service such as billing.


Service Level Agreements

Output Service Level Agreement

Updated Service Level Agreements

Associated Artifacts Service Level Agreement Template



Project Planning 76




Standards Release Requirements User Stories Decision Tree

More Info When Service Level Agreements are updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-05 Conduct Initial Test Planning Concurrent Activities PRP-04 Initiate Release Planning

And



AND


Next Activities PRP-05.01 Conduct Release Agent Kick-off / Orientation

Description The Conduct Initial Test Planning sub-process cycles through the following dependent activities:

- Conduct Release Agent Kickoff / Orientation

- Identify Repository Access Requirements

- Submit Repository Access Requirements

- Grant Repository Access

- Conduct High-Level Evaluation of Epics

- Determine ETS Engagement

- SQAS Engagement?

- Perform SQAS Evaluation

- Communicate Test Schedule

Project Planning 77

- Identify Test Environments

- Test Preparation

Process Activity Name: PRP-05.01 Conduct Release Agent Kick-off / Orientation Previous Activities PRP-05 Conduct Initial Test Planning

Next Activities PRP-05.02 Identify Repository Access Requirements

Description The Release Agent conducts a kick-off meeting with all assigned Project Team resources to inform the team of VIP Release Process, 508, Security, Test and Authority to Release requirements.


Business Epics

Business Sub-epics


Compliance Epics



Release Agent Agenda

Output ETS Welcome Letter

Repository Authorized Access Listing

SQA Requirements (if Needed)



Accountable Role Release Manager


Project Planning 78

Informed Role Stakeholder(s); 508 Reviewer; Project Manager; Project Team; Enterprise Testing Service (ETS) Analyst

Tools and Websites Rational Requirements DOORS Next Generation

Standards Enterprise Testing Service Testing Guide




Process Activity Name: PRP-05.02 Identify Repository Access Requirements Previous Activities PRP-05.01 Conduct Release Agent Kick-off / Orientation

Next Activities PRP-05.03 Submit Repository Access Requirements

Description The Project Manager identifies the Project Repository Tools and authorized users to enable the Rational Tools Team to verify training and authorize access.


Project Team Roster

Output Confirmed Authorized Tools and Users Listing





Project Planning 79

Informed Role Release Agent




Process Activity Name: PRP-05.03 Submit Repository Access Requirements Previous Activities PRP-05.02 Identify Repository Access Requirements

Next Activities PRP-05.04 Grant Repository Access

Description The Release Agent reviews the Roster of Authorized Users and submits a Service Request to the Rational Tools Team for approval.

Input Confirmed Authorized Tools and User Listing

Output Service Request







Project Planning 80

Standards IBM Rational Implementation - Rational DOORS

Rational Doors Next Generation Permissions Matrix


Process Activity Name: PRP-05.04 Grant Repository Access Previous Activities PRP-05.03 Submit Repository Access Requirements

Next Activities PRP-05.05 Conduct High-level Evaluation of Epics

Description The Rational tools team grants the access to the repository for the authorized users who have completed the requisite training and notifies the users.

Input Service Request

Output Access Denied Listing

Access Granted Listing


Responsible Role Rational Tools Team

Accountable Role Release Agent





Project Planning 81


Process Activity Name: PRP-05.05 Conduct High-level Evaluation of Epics Previous Activities PRP-05.04 Grant Repository Access

Next Activities PRP-05.06 Determine ETS Involvement

Description The ETS team gathers Project level information from the Veteran-focused Integration Process Request Site (VIPR), Compliance and Business Epics to determine at a high level if further ETS involvement is needed.


Business Epics

Business Sub-epics


Compliance Epics



Output Project Notification


Responsible Role Enterprise Testing Service (ETS) Analyst

Accountable Role Director, Enterprise Testing Service



Project Planning 82

Tools and Websites Work Breakdown Structure



VIP Request System


More Info Elaborated User Stories will be taken into consideration at the CARA evaluation.

Process Activity Name: PRP-05.06 Determine ETS Involvement Previous Activities PRP-05.05 Conduct High-level Evaluation of Epics

Next Activities PRP-05.07 SQAS Engagement?

Description The Enterprise Testing Service (ETS) Analyst determines if further ETS involvement is needed and notifies the Project Manager.


Business Epics

Business Sub-epics


Compliance Epics



Output Project Notification



Accountable Role Project Manager

Project Planning 83


Informed Role Project Manager

Tools and Websites Rational Requirements DOORS Next Generation


VIP Request System



Process Activity Name: PRP-05.07 SQAS Engagement? Previous Activities PRP-05.06 Determine ETS Involvement


PRP-05.08 Perform SQAS Evaluation

Or

If "No":

PRP-05.09 Communicate Test Schedules

Description The Project Manager determines if Software Quality Assurance Independent Verification and Validation testing for financial systems is required (Yes) or not (No).



Consulted Role Software Quality Assurance Service Independent Verification and Validation Manager

Informed Role Project Manager; Stakeholder(s)

Project Planning 84

Process Activity Name: PRP-05.08 Perform SQAS Evaluation Previous Activities PRP-05.07 SQAS Engagement?

Next Activities PRP-05.09 Communicate Test Schedules

Description In accordance with VA Directive 4900, the Software Quality Assurance Service (SQAS) Independent Verification and Validation (IV&V) Manager defines the required Systems Integration Testing (SIT) and Quality Assurance Activities to be performed on software if it impacts VA financial systems of record or software that interfaces with such a financial system. SIT verifies the accuracy of the delivered software product and determines whether the product built satisfies the customers’ requirements based on functional, system and design specifications. SQAS develops the IV&V Software Quality Assurance Plan (SQAP) and SIT Plan, requirements-based test plans, test cases and test scripts with a focus on internal controls including general and application controls. Internal controls form the core of the Federal Government’s financial management standards. Test scripts are executed against project software deliverables to verify functionality, including interfaces, and to perform regression testing, or verify correction of defects (“bug fixes”). SQAS issues certification for production implementation and verifies the installation of software configurable items. The delivered software module or release is verified using configurable item attributes.

Input Audit Checklist

Code Delivery

Epics

Enterprise Testing Service Test Results

Functional Requirements

Technical Requirements

Release Notes

Repository Access

SCM Change Order

Sub-Epics

Test Environment Access

User Stories

Output Certification

Data Fix Memo

Project Planning 85

Defect Report

Install Verification Report

Test Evaluation Report

Test Reports

USSM Inputs

Associated Artifacts Defect Log

Test Results

Test Evaluation Template

Responsible Role Software Quality Assurance Service Independent Verification and Validation Manager

Accountable Role Associate Director, Software Quality Assurance Service




Standards Federal Manager's Financial Integrity Act of 1982

IEEE Standard 829 for Software and System Test Documentation

IEEE Standard 1012 for System and Software Verification and Validation

OMB Circular A-123, Management’s Responsibility for Internal Control

OMB Circular A-127, Financial Management Systems (revised)

Software Configuration Management Plan Standard

VA Directive 4900, Internal Controls for Financial and Financial Interfacing Automated Information Systems


More Info The Federal Manager’s Financial Integrity Act of 1982 requires that VA systems and their interfaces comply with quality assurance processes that support functional, technical and internal control requirements

Project Planning 86

IEEE Standard 829 and IE Standard 1012 guide the performance of SQAS Testing.

When updates are made based on Software Quality Assurance Service (SQAS), also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-05.09 Communicate Test Schedules Previous Activities PRP-05.07 SQAS Engagement?

Or

PRP-05.08 Perform SQAS Evaluation

Next Activities PRP-05.10 Identify Test Environments

Description The Project Manager, after reviewing the inputs from the ETS and the decision from SQAS Testing, updates the Project Management Plan and communicates the plan to the Stakeholders.

Input Master Test Plan


SQAS Analysis

VIP Dashboard

Output Updated Project Management Plan

Updated VIP Dashboard





Project Planning 87

Informed Role Project Team; Stakeholder(s)

Tools and Websites Primavera Progress Reporter

VIP Dashboard



Process Activity Name: PRP-05.10 Identify Test Environments Previous Activities PRP-05.09 Communicate Test Schedules

Next Activities PRP-05.10.01 Test Environment Needed?

Description The Identify Test Environments sub-process cycles through the following dependent activities:

- Test Environment Needed?

- Determine Test Environment Requirements

- Source?

- Internal?

- Provide ETS Legacy/VistA Test Environment Requirements

- Provide ETS Legacy/VistA Test Environments

- Provide ITC Test Environment Requirements

- Provide ITC Test Environments

- Provide Joint Test Environment Requirements

- Provide Joint Test Environments

- External?

- Provide Joint Test Environment Requirements

- Provide Joint Test Environments

- Prepare Contract Test Environment Requirements

- Acquisition Requirements Package

Project Planning 88

Process Activity Name: PRP-05.10.01 Test Environment Needed? Previous Activities PRP-05.10 Identify Test Environments


PRP-05.10.02 Determine Test Environment Requirements

Or

If "No":

PRP-05.11 Test Preparation

Description The Project Manager determines if test environments are needed (Yes) or not (No).



Consulted Role Release Agent


Process Activity Name: PRP-05.10.02 Determine Test Environment Requirements Previous Activities PRP-05.10.01 Test Environment Needed?

Next Activities PRP-05.10.03 Source?

Description The Project Manager determines the requirements for needed test environments and submits the appropriate Request for Test Environment Allocation to the Enterprise Testing Service for legacy/VistA systems, the Enterprise Operations Information Technology Centers for non-legacy/VistA systems, and to the DOD/VA Interagency Program Office Joint Test Center for interagency shared projects.

Input Project Notification

Software Quality Assurance Plan (SQAS) Testing Requirement

Project Planning 89

Output Request for Test Environment Allocation




Consulted Role Project Team; Enterprise Testing Service (ETS) Analyst; Enterprise Operations Storage Management Manager; Designated Approval Authority



Standards Enterprise Operations (EO) Service Catalog


Enterprise Testing Service Test Center Service Request Form Quick Reference Guide


Process Activity Name: PRP-05.10.03 Source? Previous Activities PRP-05.10.02 Determine Test Environment Requirements

Next Activities If "Internal":

PRP-05.10.04 Internal?

Or

If "External":

PRP-05.10.09 External?

Description The Project Manager determines if the source of the test environments is internal to the VA either from Enterprise Testing Service for VistA/Legacy products (ETS) or the Information

Project Planning 90

Technology Centers (ITC) for Internal or from the DOD/VA Interagency Testing Center for products eligible for that service external to the VA (EXTERNAL).





Process Activity Name: PRP-05.10.04 Internal? Previous Activities PRP-05.10.03 Source?

Next Activities If "ETS":

PRP-05.10.05 Provide ETS Legacy/VistA Test Environment Requirements

Or

If "ITC":

PRP-05.10.07 Provide ITC Test Environment Requirements

Description The Project Manager determines if the source of the needed test environments is from assets Internal to the VA through the Enterprise Testing Service (ETS) or through one of the Enterprise Operations Information Technology Centers (ITC).





Project Planning 91

Process Activity Name: PRP-05.10.05 Provide ETS Legacy/VistA Test Environment Requirements Previous Activities PRP-05.10.04 Internal?

Next Activities PRP-05.10.06 Provide ETS Legacy/VistA Test Environments

Description The Project Manager prepares a listing of all testing components and resources needed for Legacy Systems or VistA test environments to the Enterprise Testing Service Analyst using email Work Request. These test center assets may only be used to support testing for Legacy System or VistA projects.

Input Interconnection Agreement (Form 9957)

User Access Requirements

Work Request Email (VistA Only)

Output Gold Copy

VistA Test Environment

Associated Artifacts Interconnection Security Agreement/Memorandum of Understanding Template




Informed Role Enterprise Testing Service (ETS) Analyst

Tools and Websites Enterprise Testing Service Portal

Standards Enterprise Testing Service Test Center Service Request Form Quick Reference Guide


Project Planning 92

More Info Enterprise Testing Service only provides testing environments for legacy or VistA requirements and only from available assets.

Process Activity Name: PRP-05.10.06 Provide ETS Legacy/VistA Test Environments Previous Activities PRP-05.10.05 Provide ETS Legacy/VistA Test Environment Requirements

Next Activities PRP-05.11 Test Preparation

Description The Enterprise Testing Service Analyst analyzes the Legacy System or VistA testing resource requirements in conjunction with the Project Manager and allocates the necessary testing environment configurations to properly perform the required testing if assets are available.

Input ETS Test Center Service Request

Output Allocated Test Environment





Informed Role Project Team; Stakeholder(s)

Tools and Websites Enterprise Testing Service Portal



Project Planning 93

Process Activity Name: PRP-05.10.07 Provide ITC Test Environment Requirements Previous Activities PRP-05.10.04 Internal?

Next Activities PRP-05.10.08 Provide ITC Test Environments

Description The Project Manager prepares and provides a listing of testing environment components and resources necessary to properly test the product components to the Enterprise Operations Storage Management Manager using the Enterprise Operations Intake Form. Projects for Legacy or VistA Systems may not use these resources.

Input Testing Environment Component Requirements

Output Enterprise Operations Intake Form

Associated Artifacts Enterprise Operations Intake Form Template


Accountable Role Product Manager


Informed Role Enterprise Operations Storage Management Manager


Standards Enterprise Operations (EO) Service Catalog


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Process Activity Name: PRP-05.10.08 Provide ITC Test Environments Previous Activities PRP-05.10.07 Provide ITC Test Environment Requirements


Description The Enterprise Storage Management Manager, in conjunction with the Project Manager, analyzes the Request for Test Environments and allocates the appropriate equipment to support the testing requirements from Information Technology Center testing assets.

Input Request for Test Environment

Output Allocated Test Environment


Responsible Role Enterprise Operations Storage Management Manager







Process Activity Name: PRP-05.10.09 External? Previous Activities PRP-05.10.03 Source?

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Next Activities If "DOD VA IPO":

PRP-05.10.10 Provide Joint Test Environment Requirements

Or

If "Contract":

PRP-05.10.12 Prepare Contract Test Environment Requirements

Description The Project Manager determines if the external source for testing environments is the DOD/VA Interagency Program Office Joint Testing Center or if the contracted vendor is the source.





Process Activity Name: PRP-05.10.10 Provide Joint Test Environment Requirements Previous Activities PRP-05.10.09 External?

Next Activities PRP-05.10.11 Provide Joint Test Environments

Description The Project Manager submits an inquiry to the [email protected] requesting access approval to the Development Test Environment Sandbox describing the test environment and resources needed to effectively test any product related to iEHR or VLER. The Project Manager receives and electronically signs the IPO SOA ESB User Engagement Form and NON-Harris User Account Form.

Input Testing Environment Component Requirements

Output Testing Environment Component Requirements Memorandum

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Standards Interagency Program Office Program Management Support IPO iEHR Volume 3 SOI Governance 10312013

More Info See Figure 13 Process Flow for Sandbox Access in Section 1-5.7.3 Sandbox Access in IPO iEHR Volume 3 SOI Governance 10312013 in the Standards Database.

Process Activity Name: PRP-05.10.11 Provide Joint Test Environments Previous Activities PRP-05.10.10 Provide Joint Test Environment Requirements


Description The DOD/VA Interagency Program Office System Administrator follows an internal process to authorize and set up remote access to the Sandbox and provide logon credentials and then walks the Project Manager through gaining access.

Input Inquiry Email

IPO SOA ESB User Engagement Form

Non-Harris User Account Form

Output Allocated IPO DTE Sandbox Environment

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Responsible Role DOD/VA Development Test Center System Administrator

Accountable Role Chair, DOD/VA IPO Joint Testing Environment




Standards Interagency Program Office Program Management Support IPO iEHR Volume 3 SOI Governance 10312013

More Info See Figure 13 Process Flow for Sandbox Access in Section 1-5.7.3 Sandbox Access in IPO iEHR Volume 3 SOI Governance 10312013 in the Standards Database.

The DOD/VA Interagency Program Office System Administrator provides the IPO SOA ESB User Engagement Form and the Non-Harris User Account Form from the DOD IPO internal template library.

Process Activity Name: PRP-05.10.12 Prepare Contract Test Environment Requirements Previous Activities PRP-05.10.09 External?

Next Activities PRP-05.10.13 Acquisition Requirements Package Preparation

Description The Project Manager, in conjunction with the Program Manager, prepares a listing of the test environment components and resources needed to configure, operate and complete required testing and the contract terminology to be included in the contract performance work statement. When contracting for a product and test environment, the Project Manager must make sure all development and testing resources are accounted for in the contract language. That includes developers, testers, vendor development/test environments or directions on how to engage VA OI&T to obtain access to and use of VA environments. This requires that all vendor personnel

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obtain a VA network account, ID and access. Enterprise Testing Service and Enterprise Operations do not provide environments to external vendors who have a contract to deliver a product to VA. The only time vendors may be granted access to VA testing environments is when the vendor team is under the direct oversight and control of a VA Program or Project Manager.

Input Test Environment Requirements

Output Approved List of Test Environment Requirements

Draft Performance Work Statement

Updated Acquisition and Financial Management Plan with QUAD

Associated Artifacts Acquisition and Financial Management Plan Template with QUAD

Acquisition Requirements Package







More Info When requirements are updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-05.10.13 Acquisition Requirements Package Preparation Previous Activities PRP-05.10.12 Prepare Contract Test Environment Requirements

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Next Activities If "Proceed to ARP":

ARP Preparation Process

Or

If "Remain in PRP":

PRP-05.11 Test Preparation

Description The Project Manager transitions to the Acquisition Requirements Package Preparation (ARP) Process, completes the activities there and returns to the Project Planning Process to complete the activities there.

Input Draft Performance Work Statement

Output Acquisition Requirements Package

Associated Artifacts Acquisition Requirements Package








Process Activity Name: PRP-05.11 Test Preparation Previous Activities PRP-05.10 Identify Test Environments

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Next Activities If "Go to TST":

Test Preparation Process

Or

If "Stay in PRP":

PRP-07 Evaluate New Acquisitions

Description The Project Manager directs the applicable members of the project team to begin test preparation and then to return to Project Planning to complete the process.

Input None Listed

Output None Listed









Process Activity Name: PRP-06 Initiate Technical Reviews Concurrent Activities PRP-04 Initiate Release Planning

And




AND


Next Activities PRP-06.01 VASI Update Needed?

And

PRP-06.03 Design Review Required?

And

PRP-06.05 New Data Storage Requirements?

Description The sub-process Initiate Technical Reviews cycles through the following dependent activities:

- VASI Update Needed?

- Submit VASI Update

- Design Review Required?

- Conduct Design Review

- New Data Storage Requirements?

- Data & Storage Management - Enterprise Storage Management

Process Activity Name: PRP-06.01 VASI Update Needed? Concurrent Activities PRP-06.03 Design Review Required?

And


Previous Activities PRP-06 Initiate Technical Reviews


PRP-06.02 Submit VASI Update

Or

If "No":



Description The Project Manager determines if updates to VASI are needed (Yes) or not (No).





Process Activity Name: PRP-06.02 Submit VASI Update Previous Activities PRP-06.01 VASI Update Needed?


Description The Project Manager uses the VA Systems Inventory portal and submits an update to the VA Systems Inventory (VASI). An extract of the current inventory is created and then compared to the project systems inventory. Any new items contained in the project systems inventory are then entered into the VASI.

Input Project Systems Inventory

VA System Inventory

Output Updated VA System Inventory







Tools and Websites VA Systems Inventory


More Info The Feedback section of the VA Systems Inventory can be used to provide update for existing system or Register new system.

Process Activity Name: PRP-06.03 Design Review Required? Concurrent Activities PRP-06.01 VASI Update Needed?

And




PRP-06.04 Conduct Design Review

Or

If "No":


Description The Project Manager works with the Systems Engineering Group to determine if a Design Review is required (Yes) or not required (No)



Consulted Role Systems Engineering Group



Process Activity Name: PRP-06.04 Conduct Design Review Previous Activities PRP-06.03 Design Review Required?

Next Activities PRP-06.04.01 Request Design Review

Description The sub-process Conduct Design Review cycles through the following activities:

- Request Design Review

- Analyze Input

- Inputs Complete?

- Define Additional Requirements

- Submit Additional Requirements

- Refine Analysis Summary

- Review Analysis Summary

Process Activity Name: PRP-06.04.01 Request Design Review Previous Activities PRP-06.04 Conduct Design Review

Next Activities PRP-06.04.02 Analyze Input

Description The Project Manager submits a Request for Design Review. The Project Manager may also submit supplemental documents that describe the project’s objectives, solution and challenges.

The completed information is an integral component to the Design Review conducted for the project.

Input Business Epics

Business Sub-epics


Compliance Epics





Output Design Review Request






Tools and Websites Section 508 Developers Resources Portal


More Info The System Characteristics Structural Attributes and the subsequent Design Review assist the VA in ensuring that hardware solutions can operate consistently and be supportable across the VA enterprise. The process accomplishes this objective by ensuring that standards, and due diligence in the areas of hardware infrastructure functionality, performance, manageability, and fiscal accountability are properly addressed. Design Reviews enable the participation of VA managerial and technical staff to provide inquiries and/or concerns regarding proposed solutions, as well as input from subject matter experts in Enterprise Systems Engineering.

Candidates for Design Reviews include any of the following solution/design objectives:

- Implement new hardware infrastructure. (This may be hosted within the VA or externally)

- Replace hardware, e.g., end of life

- An application/solution change may affect the current capacity or performance requirements for existing servers, storage, network (LAN/WAN)

- Or the use of a new web service

Process Activity Name: PRP-06.04.02 Analyze Input Previous Activities PRP-06.04.01 Request Design Review


Next Activities PRP-06.04.03 Inputs Complete?

Description The System Engineering Group reviews the information submitted.

Input Design Review Request

Output Design Review Analysis Summary


Responsible Role Systems Engineering Group






More Info The Design Review Request is reviewed along with supplemental documents that describe the project’s objectives, solution, and challenges. Details about the architecture are also provided, including servers, backups, geographic sites of processing, dependencies with other applications, network performance, storage utilization, and information about users and operations support.

Process Activity Name: PRP-06.04.03 Inputs Complete? Previous Activities PRP-06.04.02 Analyze Input


PRP-06.04.06 Refine Analysis Summary


Or

If "No":

PRP-06.04.04 Define Additional Requirements

Description The Systems Engineering Group determines if all inputs required to complete the Systems Design Analysis are available (Yes) or not (No).





Process Activity Name: PRP-06.04.04 Define Additional Requirements Previous Activities PRP-06.04.03 Inputs Complete?

Next Activities PRP-06.04.05 Submit Additional Requirements

Description The System Engineering Group prepares a list of additional documentation necessary to complete the Design Review Analysis Summary. Documents may include:

- Executive Briefings

- Fiscal Responsibility Documents

- Functionality Requirements

- Network Performance

- Risk Log

- Statement of Work

Input Design Review Analysis

Design Review Request


Output Email Request for Additional Documents









Process Activity Name: PRP-06.04.05 Submit Additional Requirements Previous Activities PRP-06.04.04 Define Additional Requirements

Next Activities PRP-06.04.06 Refine Analysis Summary

Description The Project Manager prepares and submits the additional documentation requested by the Systems Engineering Group. Documents may include:

- Executive Briefings

- Fiscal Responsibility Documents

- Functionality Requirements

- Network Performance

- Risk Log

- Statement of Work


Input Email Request for Additional Documents

Executive Briefings

Fiscal Responsibility Documents

Functionality Requirements

Network Performance

Risk Log

Statement of Work

Output Document Package









Process Activity Name: PRP-06.04.06 Refine Analysis Summary Previous Activities PRP-06.04.03 Inputs Complete?

Or

PRP-06.04.05 Submit Additional Requirements


Next Activities PRP-06.04.07 Review Analysis Summary

Description The System Engineering Group reviews the submitted documentation and refines the Analysis Summary.

Input Document Package

Output Updated Analysis Summary









Process Activity Name: PRP-06.04.07 Review Analysis Summary Previous Activities PRP-06.04.06 Refine Analysis Summary


Description The Project Manager reviews the Analysis Summary and to understand that the system design conforms to VA Enterprise Architectural Standards.


Input Analysis Summary

Output Updated Project File









Process Activity Name: PRP-06.05 New Data Storage Requirements? Concurrent Activities PRP-06.01 VASI Update Needed?

And

PRP-06.03 Design Review Required?



PRP-06.06 Data & Storage Management - Enterprise Storage Management

Or

If "No":



Description The Project Manager determines if there are new data storage requirements (Yes) or not (No).





Process Activity Name: PRP-06.06 Data & Storage Management - Enterprise Storage Management Previous Activities PRP-06.05 New Data Storage Requirements?

Next Activities If "Remain in PRP":


Or

If "Proceed to DSMS":

Data and Storage Management - Enterprise Storage Management Process

Description The Project Manager transitions to the Data & Storage Management - Enterprise Storage Management (DSMS) process and completes the activities contained in DSMS-1 Request Storage Provisioning.

Input ASSESS Form

SEDR Analysis

Output Storage Request










Process Activity Name: PRP-07 Evaluate New Acquisitions Previous Activities PRP-04 Initiate Release Planning

AND


AND


Next Activities PRP-07.01 Conduct/Update Analysis of Alternatives

Description The sub-process Define Product Acceptance & Evaluate Acquisitions cycles through the following dependent activities:

- Conduct/Update Analysis of Alternatives

- Acquisition?

- Create/Update Acquisition and Financial Management Plan

- Perform/Revise Cost Benefit Analysis

- Acquisition Lifecycle


Process Activity Name: PRP-07.01 Conduct/Update Analysis of Alternatives Previous Activities PRP-07 Evaluate New Acquisitions

Next Activities PRP-07.02 Acquisition?

Description The Project Manager works with the Project team to conduct/update the Analysis of Alternatives to document the criteria for evaluating alternative project solutions or products when at least one solution or product is being considered for purchase. The criteria typically address cost, benefits, and risks and should be within quantifiable areas such as functionality, performance, capacity, and scalability.

Input Analysis of Alternatives


Output Analysis of Alternatives OR

Updated Analysis of Alternatives

Associated Artifacts Alternatives Analysis Template





Tools and Websites Government-Hosted Cloud/Shared Infrastructure

Section 508 Policies and Procedures




Standards CAE Cost Estimating Process Guide




Process Activity Name: PRP-07.02 Acquisition? Previous Activities PRP-07.01 Conduct/Update Analysis of Alternatives


PRP-07.03 Create/Update Acquisition and Financial Management Plan

Or

If "No":

PRP-08 Conduct Critical Decision Review One (CD1)

Description The Project Manager determines if there are acquisitions involved in the project (Yes) or not (No).





Process Activity Name: PRP-07.03 Create/Update Acquisition and Financial Management Plan Previous Activities PRP-07.02 Acquisition?

Next Activities PRP-07.04 Perform/Revise Cost Benefit Analysis


Description The Project Manager creates/updates the acquisition approach as captured in the Acquisition and Financial Management Plan. This plan provides release-specific information such as:

- Acquisition Description

- Approved Budget for Project

- Projected Dates

- GFE/GFI Needed for Builds

- Risks, Mitigations, Dependencies, Constraints and Special Considerations

- Contract Administration

Input Acquisition and Financial Management Plan


IT Procurement Requirements


Project Dependency Matrix

Project Schedule

Output Acquisition and Financial Management Plan OR

Updated Acquisition and Financial Management Plan

Associated Artifacts Acquisition and Financial Management Plan Template with QUAD



Consulted Role Stakeholder(s); Contract Specialist; Contracting Officer's Representative



Technical Services Project Repository (TSPR)





More Info When the Acquisition and Financial Management Plan is updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-07.04 Perform/Revise Cost Benefit Analysis Previous Activities PRP-07.03 Create/Update Acquisition and Financial Management Plan

Next Activities PRP-07.05 Acquisition Lifecycle

Description If needed to further justify an acquisition, the Project Manager working with the Project Team and the Contracting Officer Representative creates, revises or updates the Cost Benefit Analysis to be used as input to the Acquisition Requirements Package.

Input Acquisition and Financial Management Plan

Cost Benefit Analysis

Output Cost Benefit Analysis

Updated Acquisition and Financial Management Plan

Updated Cost Benefit Analysis

Associated Artifacts Cost Benefit Analysis Template

Acquisition and Financial Management Plan Template with QUAD



Consulted Role Contracting Officer's Representative; Project Team



Tools and Websites Government-Hosted Cloud/Shared Infrastructure


Standards CAE Cost Estimating Process Guide




More Info When the Acquisition and Financial Management Plan is updated, also update the Compliance User Stories contained in the project/product instance of the Rational Requirements Management repository.

Process Activity Name: PRP-07.05 Acquisition Lifecycle Previous Activities PRP-07.04 Perform/Revise Cost Benefit Analysis

Next Activities If "Go to ACQL":

Acquisition Life Cycle Process

Or

If "Stay in PRP":

PRP-08 Conduct Critical Decision Review One (CD1)

Description The Project Manager determines whether to initiate the Acquisition Lifecycle with the purpose of developing an Acquisition Requirements Package (ARP) including but not limited to:

- Acquisition Plan

- Performance Work Statement (PWS) OR

- Statement of Work (SOW) OR

- Product Description AND

- Independent Government Cost Estimate (IGCE) AND

- Market Research AND

- Quality Assurance Surveillance Plan (QASP)


Input None Listed

Output None Listed




Consulted Role Contracting Officer's Representative

Informed Role Contract Specialist; Contracting Officer

Tools and Websites Virtual Office of Acquisition (VOA), Customer Acquisition Portal (CAP)

Virtual Office of Acquisition

Standards Federal Acquisition Regulation (FAR)


Process Activity Name: PRP-08 Conduct Critical Decision Review One (CD1) Previous Activities PRP-07.02 Acquisition?

Or

PRP-07.05 Acquisition Lifecycle

Next Activities PRP-09 Update POLARIS Calendar

Description The Portfolio Manager schedules, requests necessary presentations and documents, and conducts the Critical Decision One (CD1) event working with a VIP Business Office (VBO) Point of Contact (POC) assigned to each portfolio. CD1 occurs when a project requires approval to start


working to deliver the product to the Customer. Approval is determined by the Portfolio Manager, the Product Owner and the Receiving Organization at a CD1 event.

By CD1, a project will have its scope, build and development schedule, release schedule, resources and acquisitions planned, all risks identified, funding secured, and a Project Work Statement (PWS) ready for the Technology Acquisition Center (TAC) to process. The effort retains its VIP Request (VIPR) unique number for the Calendaring and Release processes. Projects are reviewed by the IT Program Manager (ITPROG) prior to the CD1 at the discretion of the ITPROG.

Input Acquisition and Financial Management Plan with QUAD

Business Epic

Business Sub-epic

Critical Decision 1 Presentation


VIP Dashboard

Risk Log

Output CD1 Decision

Updated VIP Dashboard

Associated Artifacts Critical Decision 1 Template

Responsible Role Portfolio Manager


Consulted Role Project Manager; Product Owner; Stakeholder(s); VIP Business Office




VIP Dashboard

Standards Critical Decision Event SOP




Process Activity Name: PRP-09 Update POLARIS Calendar Previous Activities PRP-08 Conduct Critical Decision Review One (CD1)

Next Activities Process Ends

Description The Project Manager ensures the POLARIS Enterprise Release Calendar is updated with the approved Critical Decision 1 and the planned release schedule.

Input Critical Decision 1


Output Updated POLARIS Enterprise Release Calendar




Accountable Role Project Manager



Tools and Websites POLARIS Enterprise Release Calendar


Standards POLARIS Enterprise Release Calendar (POLARIS) User Guide

More Info None Listed END OF PROCESS.

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