Enterprise Decommission Modernization · Enterprise Decommission Modernization 9 . EDM-09.01 Design...

Enterprise Decommission Modernization

Process Asset Library Office of Information and Technology

Enterprise Decommission Modernization ii

Table of Contents Enterprise Decommission Modernization Process Map ........................ 1

Process: Enterprise Decommission Modernization ............................... 8 Enterprise Decommission Modernization Description and Goals ...................... 10

Description............................................................................................................... 10 Goals......................................................................................................................... 10

Enterprise Decommission Modernization RACI Information .............................. 11 Enterprise Decommission Modernization Associated Artifacts Information .... 27 Enterprise Decommission Modernization Tools and Web Sites Information ... 27 Enterprise Decommission Modernization Standards Information ..................... 28 Enterprise Decommission Modernization Process............................................... 30

Process Activity Name: EDM-01 Capture and Evaluate Decommissioning Criteria ...................................................................................................................... 30 Process Activity Name: EDM-01.01 Initiate Data Call ........................................ 30 Process Activity Name: EDM-01.02 Log into Data Capture System Tool ....... 31 Process Activity Name: EDM-01.03 Review List of Authorized Systems ....... 32 Process Activity Name: EDM-01.04 Select System for Data Entry .................. 33 Process Activity Name: EDM-01.05 Display System's Stored Criteria Values ................................................................................................................................... 34 Process Activity Name: EDM-01.06 Select/Modify Survey Answers ............... 35 Process Activity Name: EDM-01.07 Submit Survey ........................................... 36 Process Activity Name: EDM-01.08 Enter Another System? ............................ 37 Process Activity Name: EDM-01.09 Log off System Data Capture Tool ......... 37 Process Activity Name: EDM-01.10 Update Stored Survey Data ..................... 38 Process Activity Name: EDM-01.11 Score System Based on Submitted Survey....................................................................................................................... 39 Process Activity Name: EDM-01.12 Generate Candidate List .......................... 40 Process Activity Name: EDM-01.13 Review Candidate List .............................. 41 Process Activity Name: EDM-01.14 Send Notification Letters ......................... 42 Process Activity Name: EDM-01.15 Send Current Content .............................. 43 Process Activity Name: EDM-01.16 Display Decommissioning Survey View 44 Process Activity Name: EDM-02 Perform Business/Technical Assessments 45 Process Activity Name: EDM-02.01 Perform Business Case Analysis ........... 45 Process Activity Name: EDM-02.02 Modernize System? .................................. 46 Process Activity Name: EDM-02.03 Analyze System Alternatives................... 47 Process Activity Name: EDM-02.04 Confirm Selected Alternative .................. 48 Process Activity Name: EDM-02.05 Create Business Epic ............................... 49

Enterprise Decommission Modernization iii

Process Activity Name: EDM-02.06 Review Assessment Products with ITAM ................................................................................................................................... 50 Process Activity Name: EDM-03 Recommendation? ......................................... 51 Process Activity Name: EDM-04 Follow VIP for Upgrades ............................... 52 Process Activity Name: EDM-05 Project Management Framework ................. 53 Process Activity Name: EDM-06 OIT Intake, Analysis and Decisions ............. 54 Process Activity Name: EDM-06.01 Submit OIT Intake Request ...................... 54 Process Activity Name: EDM-06.02 Conduct Intake / Discovery ..................... 55 Process Activity Name: EDM-06.03 Complete Required Analyses .................. 56 Process Activity Name: EDM-06.04 Seek Portfolio Investment Management Board Approval ....................................................................................................... 57 Process Activity Name: EDM-06.05 Approved? ................................................. 58 Process Activity Name: EDM-06.06 Develop Required Planning Documents 59 Process Activity Name: EDM-06.07 Perform Critical Decision 1...................... 60 Process Activity Name: EDM-06.08 Critical Decision 1 Approved? ................ 61 Process Activity Name: EDM-06.09 Develop Decommissioning Plan ............. 62 Process Activity Name: EDM-06.10 Perform Critical Decision 2...................... 63 Process Activity Name: EDM-06.11 Critical Decision 2 Approved? ................ 64 Process Activity Name: EDM-07 OIT Intake Process ......................................... 65 Process Activity Name: EDM-08 Decommission Action? ................................. 66 Process Activity Name: EDM-09 Develop Migrating Functionality .................. 66 Process Activity Name: EDM-09.01 Design Migrating Solution ....................... 67 Process Activity Name: EDM-09.02 Transfer Migrating Data ........................... 68 Process Activity Name: EDM-09.03 Code Migrating Functionality .................. 69 Process Activity Name: EDM-09.04 Perform Testing......................................... 70 Process Activity Name: EDM-09.05 All Migrations Implemented? .................. 71 Process Activity Name: EDM-09.06 Update Documentation ............................ 72 Process Activity Name: EDM-09.07 Develop User Training .............................. 73 Process Activity Name: EDM-09.08 Provide User Training .............................. 74 Process Activity Name: EDM-09.09 Critical Decision 2 Approved? ................ 75 Process Activity Name: EDM-09.10 Release New Version of Updated System ................................................................................................................................... 76 Process Activity Name: EDM-10 Perform System Retirement ......................... 77 Process Activity Name: EDM-10.01 Remove User Access to Retiring System ................................................................................................................................... 77 Process Activity Name: EDM-10.02 Update Links .............................................. 78 Process Activity Name: EDM-10.03 Archive Retiring System Data ................. 79 Process Activity Name: EDM-10.04 Archive Software ....................................... 81 Process Activity Name: EDM-10.05 Dispose of Retiring System Hardware ... 82

Enterprise Decommission Modernization iv

Process Activity Name: EDM-10.06 Make Necessary Network Changes ........ 83 Process Activity Name: EDM-10.07 Remove Security Certificates .................. 84 Process Activity Name: EDM-11 Perform Decommissioning Closeout .......... 85 Process Activity Name: EDM-11.01 Notify Help Desk........................................ 85 Process Activity Name: EDM-11.02 Prepare Official Information for Dissemination.......................................................................................................... 86 Process Activity Name: EDM-11.03 Additional Notifications? ......................... 87 Process Activity Name: EDM-11.04 Disseminate Internal Notice .................... 88 Process Activity Name: EDM-11.05 Disseminate Public Release .................... 89 Process Activity Name: EDM-11.06 Perform Necessary Outreach .................. 90 Process Activity Name: EDM-11.07 Update System of Record Notice............ 91 Process Activity Name: EDM-11.08 Notify Architecture Team ......................... 92 Process Activity Name: EDM-11.09 Notify Open Source .................................. 93 Process Activity Name: EDM-11.10 Revise Budget to Any System Involved 94 Process Activity Name: EDM-11.11 Prepare Post-decommissioning Report 95 Process Activity Name: EDM-11.12 Send Update to RiskVision / ATO Tracker ................................................................................................................................... 96 Process Activity Name: EDM-11.13 Send Update to VASI ................................ 97 Process Activity Name: EDM-12 Track Decommissioning Projects................ 98 Process Activity Name: EDM-13 Capture Assessment Lessons Learned ...... 99

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

Enterprise Decommission Modernization Process Map

Enterprise Decommission Modernization 8

Process: Enterprise Decommission Modernization Overview: The process map for Enterprise Decommission Modernization cycles through the following process and review activities:

EDM-01 Capture and Evaluate Decommissioning Criteria EDM-01.01 Initiate Data Call EDM-01.02 Log into Data Capture System Tool EDM-01.03 Review List of Authorized Systems EDM-01.04 Select System for Data Entry EDM-01.05 Display System's Stored Criteria Values EDM-01.06 Select/Modify Survey Answers EDM-01.07 Submit Survey EDM-01.08 Enter Another System? EDM-01.09 Log off System Data Capture Tool EDM-01.10 Update Stored Survey Data EDM-01.11 Score System Based on Submitted Survey EDM-01.12 Generate Candidate List EDM-01.13 Review Candidate List EDM-01.14 Send Notification Letters EDM-01.15 Send Current Content EDM-01.16 Display Decommissioning Survey View EDM-02 Perform Business/Technical Assessments EDM-02.01 Perform Business Case Analysis EDM-02.02 Modernize System? EDM-02.03 Analyze System Alternatives EDM-02.04 Confirm Selected Alternative EDM-02.05 Create Business Epic EDM-02.06 Review Assessment Products with ITAM EDM-03 Recommendation? EDM-04 Follow VIP for Upgrades EDM-05 Project Management Framework EDM-06 OIT Intake, Analysis and Decisions EDM-06.01 Submit OIT Intake Request EDM-06.02 Conduct Intake / Discovery EDM-06.03 Complete Required Analyses EDM-06.04 Seek Portfolio Investment Management Board Approval EDM-06.05 Approved? EDM-06.06 Develop Required Planning Documents EDM-06.07 Perform Critical Decision 1 EDM-06.08 Critical Decision 1 Approved? EDM-06.09 Develop Decommissioning Plan EDM-06.10 Perform Critical Decision 2 EDM-06.11 Critical Decision 2 Approved? EDM-07 OIT Intake Process EDM-08 Decommission Action? EDM-09 Develop Migrating Functionality


EDM-09.01 Design Migrating Solution EDM-09.02 Transfer Migrating Data EDM-09.03 Code Migrating Functionality EDM-09.04 Perform Testing EDM-09.05 All Migrations Implemented? EDM-09.06 Update Documentation EDM-09.07 Develop User Training EDM-09.08 Provide User Training EDM-09.09 Critical Decision 2 Approved? EDM-09.10 Release New Version of Updated System EDM-10 Perform System Retirement EDM-10.01 Remove User Access to Retiring System EDM-10.02 Update Links EDM-10.03 Archive Retiring System Data EDM-10.04 Archive Software EDM-10.05 Dispose of Retiring System Hardware EDM-10.06 Make Necessary Network Changes EDM-10.07 Remove Security Certificates EDM-11 Perform Decommissioning Closeout EDM-11.01 Notify Help Desk EDM-11.02 Prepare Official Information for Dissemination EDM-11.03 Additional Notifications? EDM-11.04 Disseminate Internal Notice EDM-11.05 Disseminate Public Release EDM-11.06 Perform Necessary Outreach EDM-11.07 Update System of Record Notice EDM-11.08 Notify Architecture Team EDM-11.09 Notify Open Source EDM-11.10 Revise Budget to Any System Involved EDM-11.11 Prepare Post-decommissioning Report EDM-11.12 Send Update to RiskVision / ATO Tracker EDM-11.13 Send Update to VASI EDM-12 Track Decommissioning Projects EDM-13 Capture Assessment Lessons Learned


Enterprise Decommission Modernization Description and Goals Description The Enterprise Decommission Modernization Process is the deliberate and systematic decommissioning of existing solutions with appropriate consideration of data archiving and security, migration of data or functionality to new solution(s), and incorporation of lessons learned over the solution’s life cycle. Decommissioning and Modernization may be linked to other high-level policy documents and High Level Designs (HLD). The Legacy System Modernization/Retire activities are planned and executed with input from all known and dependent Business & Technical stakeholders including the system owner, solution development team, operations and maintenance, records management, legal counsel, security, enterprise architecture, and interfacing systems in keeping with the Veteran-focused Integration Process (VIP) policy. it provides a sustainable and actionable sequencing plan which decommissions outmoded technology, recaptures resources, and re-programs freed resources towards priority business needs that is integrated into the lifecycle management of VA’s IT systems.

Goals - Create and sustain a more affordable technology footprint

- Realize operational performance improvements in business and technical systems

- Migrate, effectively, to another solution or archived in accordance with applicable records management regulations and policies

- Reduce VA infrastructure costs

- Mitigate current operational risks


Enterprise Decommission Modernization RACI Information The following describes the RACI information for this process:

EDM-01.01 Initiate Data Call Responsible Role: Legacy System Modernization Team

Accountable Role: Program Manager

Consulted Role: None Listed

Informed Role: Business Team; IT Account Manager; Project Manager

EDM-01.02 Log into Data Capture System Tool Responsible Role: System Team

Accountable Role: Portfolio Director

Consulted Role: Program Manager

Informed Role: Legacy System Modernization Team

EDM-01.03 Review List of Authorized Systems Responsible Role: Data Capture System Tool

Accountable Role: Legacy System Modernization Team


Informed Role: None Listed

EDM-01.04 Select System for Data Entry Responsible Role: Data Capture System Tool




EDM-01.05 Display System's Stored Criteria Values Responsible Role: Data Capture System Tool





EDM-01.06 Select/Modify Survey Answers Responsible Role: System Team




EDM-01.07 Submit Survey Responsible Role: System Team




EDM-01.08 Enter Another System? Responsible Role: System Owner




EDM-01.09 Log off System Data Capture Tool Responsible Role: System Team




EDM-01.10 Update Stored Survey Data


Responsible Role: Data Capture System Tool




EDM-01.11 Score System Based on Submitted Survey Responsible Role: Data Capture System Tool




EDM-01.12 Generate Candidate List Responsible Role: Data Capture System Tool




EDM-01.13 Review Candidate List Responsible Role: Legacy System Modernization Team



Informed Role: Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team

EDM-01.14 Send Notification Letters Responsible Role: Legacy System Modernization Team



Informed Role: Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team


EDM-01.15 Send Current Content Responsible Role: VA System Inventory Tool


Consulted Role: Business Owner; Portfolio Director

Informed Role: Program Manager

EDM-01.16 Display Decommissioning Survey View Responsible Role: VA System Inventory Tool


Consulted Role: Business Owner; Portfolio Director

Informed Role: Program Manager

EDM-02.01 Perform Business Case Analysis Responsible Role: Business Team

Accountable Role: System Owner


Informed Role: Legacy System Modernization Team; Portfolio Director; Program Manager; Project Manager; IT Account Manager; Solution Delivery Technical Reviewer

EDM-02.02 Modernize System? Responsible Role: Business Team




EDM-02.03 Analyze System Alternatives Responsible Role: Technical Team



Consulted Role: Business Team; Program Manager


EDM-02.04 Confirm Selected Alternative Responsible Role: Business Team


Consulted Role: Program Manager; System Team


EDM-02.05 Create Business Epic Responsible Role: Business Team




EDM-02.06 Review Assessment Products with ITAM Responsible Role: Business Team




EDM-03 Recommendation? Responsible Role: System Team




EDM-04 Follow VIP for Upgrades Responsible Role: System Team



Consulted Role: Business Team; Program Manager

Informed Role: Acquisition Specialist; Legacy System Modernization Team; Receiving Organization

EDM-05 Project Management Framework Responsible Role: System Team



Informed Role: Stakeholders

EDM-06.01 Submit OIT Intake Request Responsible Role: Business Owner




EDM-06.02 Conduct Intake / Discovery Responsible Role: Demand Management

Accountable Role: Acquisition Integrated Product Team



EDM-06.03 Complete Required Analyses Responsible Role: Technical Team


Consulted Role: Business Team

Informed Role: Acquisition Specialist; Legacy System Modernization Team; Program Manager; Receiving Organization


EDM-06.04 Seek Portfolio Investment Management Board Approval Responsible Role: Technical Team


Consulted Role: Legacy System Modernization Team

Informed Role: Acquisition Specialist; Business Team; Demand Management Team; Intake and Analysis Team; IT Account Manager; Program Manager; Release Agent

EDM-06.05 Approved? Responsible Role: Technical Team




EDM-06.06 Develop Required Planning Documents Responsible Role: Technical Team


Consulted Role: Business Owner; Product Owner; Demand Management Team; Program Manager; Release Agent

Informed Role: Legacy System Modernization Team; Users; Information Security Officer; Acquisition Specialist; POLARIS Agent

EDM-06.07 Perform Critical Decision 1 Responsible Role: Technical Team


Consulted Role: Intake and Analysis Team; Program Manager; System Team

Informed Role: Acquisition Specialist; Contracting Officer; Information Security Officer; IT Account Manager; Receiving Organization; Release Agent

EDM-06.08 Critical Decision 1 Approved? Responsible Role: Technical Team





EDM-06.09 Develop Decommissioning Plan Responsible Role: Technical Team


Consulted Role: Intake and Analysis Team; Release Agent; System Team

Informed Role: Acquisition Specialist; Information Security Officer

EDM-06.10 Perform Critical Decision 2 Responsible Role: Technical Team


Consulted Role: Intake and Analysis Team; Program Manager; System Team

Informed Role: Acquisition Specialist; Contracting Officer; Information Security Officer; IT Account Manager; Receiving Organization; Release Agent

EDM-06.11 Critical Decision 2 Approved? Responsible Role: Technical Team




EDM-07 OIT Intake Process Responsible Role: System Team





EDM-08 Decommission Action? Responsible Role: System Team




EDM-09.01 Design Migrating Solution Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team

Informed Role: Acquisition Specialist; Intake and Analysis Team; IT Account Manager

EDM-09.02 Transfer Migrating Data Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Receiving Organization; Release Agent


EDM-09.03 Code Migrating Functionality Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; System Team


EDM-09.04 Perform Testing Responsible Role: System Implementation Team



Consulted Role: Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team


EDM-09.05 All Migrations Implemented? Responsible Role: System Implementation Team




EDM-09.06 Update Documentation Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; Release Agent


EDM-09.07 Develop User Training Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Receiving Organization; Release Agent; System Implementation Team


EDM-09.08 Provide User Training Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Implementation Team



EDM-09.09 Critical Decision 2 Approved? Responsible Role: System Implementation Team


Consulted Role: Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Implementation Team

Informed Role: Acquisition Specialist; IT Account Manager; Intake and Analysis Team

EDM-09.10 Release New Version of Updated System Responsible Role: System Implementation Team



Informed Role: Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team

EDM-10.01 Remove User Access to Retiring System Responsible Role: System Retirement Team

Accountable Role: Information Security Officer

Consulted Role: IT Account Manager; System Team

Informed Role: Acquisition Specialist; Intake and Analysis Team; Program Manager; Release Agent

EDM-10.02 Update Links Responsible Role: System Retirement Team


Consulted Role: IT Account Manager


EDM-10.03 Archive Retiring System Data Responsible Role: System Retirement Team




Informed Role: Acquisition Specialist; Intake and Analysis Team; Portfolio Director

EDM-10.04 Archive Software Responsible Role: System Retirement Team


Consulted Role: System Team

Informed Role: Acquisition Specialist; Information Security Officer; Intake and Analysis Team; Portfolio Director

EDM-10.05 Dispose of Retiring System Hardware Responsible Role: System Retirement Team



Informed Role: Acquisition Specialist; Information Security Officer; Intake and Analysis Team

EDM-10.06 Make Necessary Network Changes Responsible Role: System Retirement Team


Consulted Role: IT Account Manager; System Team


EDM-10.07 Remove Security Certificates Responsible Role: System Retirement Team



Informed Role: Acquisition Specialist; Intake and Analysis Team; Release Agent


EDM-11.01 Notify Help Desk Responsible Role: System Team



Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Portfolio Director

EDM-11.02 Prepare Official Information for Dissemination Responsible Role: System Team




EDM-11.03 Additional Notifications? Responsible Role: System Team




EDM-11.04 Disseminate Internal Notice Responsible Role: System Team



Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team

EDM-11.05 Disseminate Public Release Responsible Role: System Team




Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director

EDM-11.06 Perform Necessary Outreach Responsible Role: System Team




EDM-11.07 Update System of Record Notice Responsible Role: System Team

Accountable Role: Records Steward


Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team

EDM-11.08 Notify Architecture Team Responsible Role: System Team




EDM-11.09 Notify Open Source Responsible Role: System Team





EDM-11.10 Revise Budget to Any System Involved Responsible Role: System Team


Consulted Role: Acquisition Specialist

Informed Role: Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director

EDM-11.11 Prepare Post-decommissioning Report Responsible Role: System Team



Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Information Security Officer; IT Account Manager; Legacy System Modernization Team

EDM-11.12 Send Update to RiskVision / ATO Tracker Responsible Role: System Team

Accountable Role: Product Manager



EDM-11.13 Send Update to VASI Responsible Role: System Team

Accountable Role: Project Manager



EDM-12 Track Decommissioning Projects Responsible Role: Legacy System Modernization Team




Informed Role: Program Manager; Portfolio Director; IT Account Manager; Intake and Analysis Team; Receiving Organization; Release Agent; Contracting Officer; Information Security Officer; System Team; Acquisition Specialist; Business Team

EDM-13 Capture Assessment Lessons Learned Responsible Role: Legacy System Modernization Team


Consulted Role: Acquisition Specialist; Business Team; Intake and Analysis Team; IT Account Manager; Portfolio Director; Program Manager; Receiving Organization; Release Agent; System Team



Enterprise Decommission Modernization Associated Artifacts Information Associated Artifacts information (including hyperlinks) for this process includes:

Analysis of Alternatives Template

Business Case Technical Analysis (BCTA)

Business Epic Template

Candidate List

Communications Plan Template

Configuration Management Plan Template

Critical Decision 1 Template

Critical Decision 2 Template

Data Update Request Template

Decommission Score Card Sample With Risk Criteria

Deployment, Installation, Rollback, Back-out Guide Template

Disposition of User Accounts & Security Certificates Report

Document Drafting Handbook - Update System of Records Notice

Lessons Learned Report Template

OIT File Plan Template

Post Decommission Operations Report

Project Management Plan (PMP) Template

Required Artifacts

System Context Diagram

Test Case Test Scripts

Test Evaluation Template

Test Results

VA Form 0751-Information Technology Sanitization Certificate Template

VA Systems Inventory

VIPR Intake Request

Enterprise Decommission Modernization Tools and Web Sites Information The Tools and Web Sites associated with this process (including hyperlinks) include:

Data Capture System Tool


EPMD Legacy Systems Modernization Portal

POLARIS Enterprise Release Calendar

POLARIS Enterprise Release Calendar (PERC) Process

Polaris Landing Page

Product Documentation (DOC) Process

Project Initiation (PRI) Process

Project Planning (PRP) Process

Rational Quality Manager (Quality Management)

Rational Requirements DOORS Next Generation

Rational Team Concert (Change/Configuration Management)

Records Management Process


VIP Dashboard

VIPR Tool

Enterprise Decommission Modernization Standards Information Standards associated with this process (including hyperlinks) include:

41 U.S.C. 2101 - Restrictions on Obtaining and Disclosing Certain Information

Change Control Process Guide

Enterprise Design Patterns

Enterprise Testing Service Testing Guide

Legacy Systems Business Case Decommissioning Assessment Criteria

MP-6 Electronic Media Sanitization SOP

Portfolio Investment Management Board Charter

Software Configuration Management Plan Standard

VA Directive 6004, Configuration, Change, and Release Management Programs

VA Directive 6300, Records and Information Management

VA Directive 6404, VA Systems Inventory

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

VA Directive 6518, Enterprise Information Management

VA Directive 6551, Enterprise Design Patterns

VA EA Enterprise Technical Architecture (ETA) Compliance Criteria


VA EA Vision and Strategy

VA Enterprise Design Patterns: 2. Enterprise Architecture 2.2. End-to-End Application Performance Management (APM)

VA Enterprise Design Patterns: Data-as-a-Service (DaaS)

VA Enterprise Target Application Architecture

VA Handbook 6300.1, Records Management Procedures

VA Handbook 6300.4: Procedures for Processing Requests for Records Subject to the Privacy Act

VA Handbook 6300.5 Procedures for Establishing and Maintaining Privacy Act Systems of Record

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

VA Handbook 6500.1, Electronic Media Sanitization

Veteran Focused Integration Process (VIP) Guide

Veteran-focused Integration Process (VIP) Release Process Guide

Veteran-focused Integration Process Request (VIPR) Submission Instruction


Enterprise Decommission Modernization Process Process Activity Name: EDM-01 Capture and Evaluate Decommissioning Criteria Previous Activities Process Begins

Next Activities EDM-01.01 Initiate Data Call

Description The Capture and Evaluate Decommissioning Criteria sub-process describes the assessment activities led by the Legacy System Modernization team to gather select data values for each information technology system at the Department of Veteran Affairs and review those criteria values to identify candidates for retirement or integration into other systems. The Capture and Evaluate Decommissioning Criteria sub-process cycles through the following dependent activities:

- Initiate Data Call

- Log into Data Capture System Tool

- Display List of Authorized Systems - Select System for Data Entry

- Display System's Stored Criteria Values

- Select/Modify Survey Answers

- Submit Survey

- Enter Another System?

- Log Off Data Capture System Tool

- Update Stored Survey Data

- Score System Based on Submitted Survey

- Generate Candidate List

- Review Candidate List

- Send Notification Letters

- Send Current Content

- Display Decommissioning Survey View

Process Activity Name: EDM-01.01 Initiate Data Call Previous Activities EDM-01 Capture and Evaluate Decommissioning Criteria


Next Activities EDM-01.02 Log into Data Capture System Tool

Description The Initiate Data Call activity, performed by the Legacy System Modernization Team, starts the criteria collection effort by requesting system owners complete a short survey, updating previous values contained in the Data Capture System Tool if any exist.

Input Data Capture System Tool System Report

VA System Inventory System Report

Output Data Update Request

Associated Artifacts Data Update Request Template

Responsible Role Legacy System Modernization Team

Accountable Role Program Manager

Consulted Role None Listed

Informed Role Business Team; IT Account Manager; Project Manager

Tools and Websites Data Capture System Tool

Standards Legacy Systems Business Case Decommissioning Assessment Criteria

More Info None Listed

Process Activity Name: EDM-01.02 Log into Data Capture System Tool Previous Activities EDM-01.01 Initiate Data Call

Next Activities EDM-01.03 Review List of Authorized Systems


Description The System Team performs the Log into Data Capture System Tool by visiting the web link provided by the Legacy System Modernization Team in the Initiate Data Call process.

Input Data Call Request

Output Authorized Systems Listing

Associated Artifacts None Listed

Responsible Role System Team

Accountable Role Portfolio Director

Consulted Role Program Manager

Informed Role Legacy System Modernization Team

Tools and Websites VA Systems Inventory



Process Activity Name: EDM-01.03 Review List of Authorized Systems Previous Activities EDM-01.02 Log into Data Capture System Tool

Or

EDM-01.08 Enter Another System?

Next Activities EDM-01.04 Select System for Data Entry

Description The Data Capture System performs the Display List of Authorized Systems process after validating the identity of the user.


Input Current VASI Content

Output Listing of Authorized Systems


Responsible Role Data Capture System Tool

Accountable Role Legacy System Modernization Team


Informed Role None Listed




Process Activity Name: EDM-01.04 Select System for Data Entry Previous Activities EDM-01.03 Review List of Authorized Systems

Next Activities EDM-01.05 Display System's Stored Criteria Values

Description The System Team user reviews the presented list of systems for which the user has authorization and chooses the one for which the user will enter criteria values.

Input Listing of Authorized Systems

Output Selected System Access










Process Activity Name: EDM-01.05 Display System's Stored Criteria Values Previous Activities EDM-01.04 Select System for Data Entry

Next Activities EDM-01.06 Select/Modify Survey Answers

Description Upon user selection of a specific system, the Data Capture System Tool displays any existing values for the survey criteria.

Input Selected System to Update

Output Displayed Stored Criteria Values








Standards None Listed


Process Activity Name: EDM-01.06 Select/Modify Survey Answers Previous Activities EDM-01.05 Display System's Stored Criteria Values

Next Activities EDM-01.07 Submit Survey

Description The System Team chooses the correct values for each criteria item for the selected system, modifying existing values, if necessary.

Input Displayed System Stored Criteria

Output Updated System's Stored Criteria










Process Activity Name: EDM-01.07 Submit Survey Previous Activities EDM-01.06 Select/Modify Survey Answers

Next Activities EDM-01.08 Enter Another System?

Description Once the System Team completes and saves the criteria survey for the selected system, the Data Capture System Tool automatically submits the survey results for assessment.

Input Displayed System Stored Values

Output New System Data










Process Activity Name: EDM-01.08 Enter Another System? Previous Activities EDM-01.07 Submit Survey

Next Activities If "No":

EDM-01.09 Log off System Data Capture Tool

Or

If "Yes":

EDM-01.03 Review List of Authorized Systems

Description The System Team determines if there are additional systems to update (Yes) or not (No).

Responsible Role System Owner




Process Activity Name: EDM-01.09 Log off System Data Capture Tool Previous Activities EDM-01.08 Enter Another System?

Next Activities EDM-01.10 Update Stored Survey Data

Description The System Team logs off the Data Capture System Tool once all authorized systems have been updated.


Input Updated Systems Criteria for Authorized Systems

Output Closed System Data Capture Tool









Process Activity Name: EDM-01.10 Update Stored Survey Data Previous Activities EDM-01.09 Log off System Data Capture Tool

Next Activities EDM-01.11 Score System Based on Submitted Survey

Description The Data Capture System Tool determines the assessment score for a system by applying the numeric values for the user selected values and combining those numeric values for a total assessment score.

Input New System Data


Output Updated System Data

Associated Artifacts Decommission Score Card Sample With Risk Criteria





Tools and Websites None Listed



Process Activity Name: EDM-01.11 Score System Based on Submitted Survey Previous Activities EDM-01.10 Update Stored Survey Data

Next Activities EDM-01.12 Generate Candidate List

Description The Data Capture System Tool computes the assessment score for a system by applying the numeric values for the user selected values and combining those numeric values for a total assessment score.

Input Updated System Data

Output Updated System Score










Process Activity Name: EDM-01.12 Generate Candidate List Previous Activities EDM-01.11 Score System Based on Submitted Survey

Next Activities EDM-01.13 Review Candidate List

Description Based on the assessment values received, the Data Capture System Tool identifies those systems with scores in the lowest range as possible candidates for decommissioning.

Input Scored System Criteria Values

Output Candidate List

Associated Artifacts Candidate List









Process Activity Name: EDM-01.13 Review Candidate List Previous Activities EDM-01.12 Generate Candidate List

Next Activities EDM-01.14 Send Notification Letters

Description The Legacy System Modernization Team analyzes the Data Capture System Tool generated Candidate List to confirm that each system on the list belongs on the list.

Input Candidate List

Output Approved Candidate List

Associated Artifacts Candidate List





Informed Role Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team




Process Activity Name: EDM-01.14 Send Notification Letters Previous Activities EDM-01.13 Review Candidate List

Next Activities EDM-01.15 Send Current Content

Description The Legacy System Modernization Team sends Notification Letters to the associated Portfolio Director and System Owner for those systems identified as decommissioning candidates.

Input Approved Candidate List

Output Candidate Notification Letters





Informed Role Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team





Process Activity Name: EDM-01.15 Send Current Content Previous Activities EDM-01.14 Send Notification Letters

Next Activities EDM-01.16 Display Decommissioning Survey View

Description The Send Current Contents activity, performed by the VA System Inventory (VASI) Tool, involves updating contents in the Data Capture System Tool with the most current information stored in the VASI Tool. The VASI Tool provides the data and the Data Capture System Tool updates the actual data store changes.

Input VA System Inventory Data Updates

Output Current VASI Content

Associated Artifacts VA Systems Inventory

Responsible Role VA System Inventory Tool


Consulted Role Business Owner; Portfolio Director

Informed Role Program Manager





Process Activity Name: EDM-01.16 Display Decommissioning Survey View Previous Activities EDM-01.15 Send Current Content

Next Activities EDM-02 Perform Business/Technical Assessments

Description The Display Decommissioning Survey View is a VA System Inventory (VASI) activity where the VASI tool, when requested by an authorized user, displays the values associated with the decommissioning survey.

Input System Data Capture Tool Updates

Output Decommissioning Survey View


Responsible Role VA System Inventory Tool


Consulted Role Business Owner; Portfolio Director

Informed Role Program Manager


Standards VA Directive 6404, VA Systems Inventory



Process Activity Name: EDM-02 Perform Business/Technical Assessments Previous Activities EDM-01.16 Display Decommissioning Survey View

Next Activities EDM-02.01 Perform Business Case Analysis

Description The Perform Business/Technical Assessments sub-process, performed by the Business Team, evaluates a specific system for the potential benefits of and alternatives for decommissioning that system. The Perform Business/Technical Assessments sub-process cycles through the following dependent activities:

- Perform Business Case Analysis

- Modernize System?

- Analyze System Alternatives

- Confirm Selected Alternative

- Create Business Epic

- Review Assessment Products with ITAM

Process Activity Name: EDM-02.01 Perform Business Case Analysis Previous Activities EDM-02 Perform Business/Technical Assessments

Next Activities EDM-02.02 Modernize System?

Description The Business Team develops the business solution. This includes gathering and clarifying intents and requirements (may include physical or logical modeling, determining ‘as-is’ and ‘to-be’ business architecture considerations). The Business Team focuses on developing the means to a solution the customer is seeking.

Activities include:

• Gathering, collating and synthesizing data

• Working with system architects to ensure models and logic are sound

• Analyzing current guides, laws, and standards to ensure compliance is accounted for

• Developing prototypes or working models or drafts

• Developing reports to document findings and needs to help customers understand progress and potential issues with the development of the business solution

• Helping business executives in their decision making


Input Candidate List

Candidate Notification Letters

Data Capture System Tool

Market Survey Data

Output Business Case Document

Replacement Cost Analysis

Sustainment Cost Analysis

Associated Artifacts Business Case Technical Analysis (BCTA)

Responsible Role Business Team

Accountable Role System Owner


Informed Role Legacy System Modernization Team; Portfolio Director; Program Manager; Project Manager; IT Account Manager; Solution Delivery Technical Reviewer



Change Control Process Guide


VA EA Vision and Strategy


Process Activity Name: EDM-02.02 Modernize System? Previous Activities EDM-02.01 Perform Business Case Analysis


Next Activities If "Modernize":

EDM-02.03 Analyze System Alternatives

Or

If "Sustain":

EDM-03 Recommendation?

Description The Business Team makes a decision to modernize (Modernize) or sustain (Sustain) the system based upon the business case analysis.





Process Activity Name: EDM-02.03 Analyze System Alternatives Previous Activities EDM-02.02 Modernize System?

Next Activities EDM-02.04 Confirm Selected Alternative

Description The Analyze System Alternatives activity, performed by the Technical Team, identifies the benefits and drawbacks of each possible implementation change of the system to identify the most effective choice for the system to support the users' needs.

Input Business Case Document

Output Analysis of Alternatives

Associated Artifacts Analysis of Alternatives Template


Responsible Role Technical Team


Consulted Role Business Team; Program Manager


Tools and Websites Rational Requirements DOORS Next Generation

EPMD Legacy Systems Modernization Portal




VA Directive 6518, Enterprise Information Management

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


Process Activity Name: EDM-02.04 Confirm Selected Alternative Previous Activities EDM-02.03 Analyze System Alternatives

Next Activities EDM-02.05 Create Business Epic

Description The Confirm Selected Alternative activity, performed by the Business Team, provides the business confirmation that the recommended technical solution matches the business users' needs.

Input Analysis of Alternatives

Business Case

Output Confirmed Analysis of Alternatives


Updated Business Case




Consulted Role Program Manager; System Team





Process Activity Name: EDM-02.05 Create Business Epic Previous Activities EDM-02.04 Confirm Selected Alternative

Next Activities EDM-02.06 Review Assessment Products with ITAM

Description The Create Business Epic activity initiates the VIP required documentation that describes the business requirements for the system's implementation change.

Input Alternative Analysis Results

Business Case

Output Business Epic

Associated Artifacts Business Epic Template










Process Activity Name: EDM-02.06 Review Assessment Products with ITAM Previous Activities EDM-02.05 Create Business Epic

Next Activities EDM-03 Recommendation?

Description The Review Assessment Products with IT Account Manager (ITAM) activity addresses all the VIP activities and documents required to meet ITAM review needs.


Business Case

Business Epics

VIP Required Artifacts

Output Approved Analysis of Alternatives

Approved Business Case

Approved Business Epics









Standards Veteran-focused Integration Process Request (VIPR) Submission Instruction


Process Activity Name: EDM-03 Recommendation? Previous Activities EDM-02.06 Review Assessment Products with ITAM

Next Activities If "Revise-Enhance":

EDM-04 Follow VIP for Upgrades

Or

If "Decommission":

EDM-06 OIT Intake, Analysis and Decisions

Description The System Team makes a recommendation to Revise/Enhance the System or to Decommission the System based upon the Business and Technical Assessment outcomes.






Process Activity Name: EDM-04 Follow VIP for Upgrades Previous Activities EDM-03 Recommendation?

Next Activities EDM-05 Project Management Framework

Description The System Team follows the policy guidance contained in the Veteran-focused Integrated Process Guide (VIP Guide) detailing the activities that all OIT projects must adhere to.


Business Case

Business Epics

Output Full Operating Capability Product

Associated Artifacts Required Artifacts



Consulted Role Business Team; Program Manager

Informed Role Acquisition Specialist; Legacy System Modernization Team; Receiving Organization






Process Activity Name: EDM-05 Project Management Framework Previous Activities EDM-04 Follow VIP for Upgrades

Next Activities If "Go To Project Management Framework":

Project Management Life Cycle Process

Or

If "Remain in EDM":

Process Ends

Description The System Team goes to the Project Management Framework in the Process Asset Library and follows the processes defined there for successful product delivery under the Veteran-focused Integration Process (VIP) Guide.

Input None Listed

Output Full Operating Capability Product

Required Artifacts





Informed Role Stakeholders





Process Activity Name: EDM-06 OIT Intake, Analysis and Decisions Previous Activities EDM-05 Project Management Framework

Next Activities EDM-06.01 Submit OIT Intake Request

Description The Perform OIT Intake, Analysis and Decisions sub-process includes all the activities defined by OIT intake, analysis and decision actions. The VIP Intake, Analysis and Decisions sub-process cycles through the following dependent activities:

- Submit OIT Intake Request

- Conduct Intake / Discovery

- Complete VIP Required Analysis

- Seek Portfolio Investment Management Board Approval

- Approved?

- Develop Required Planning Documents

- Perform Critical Decision 1

- Critical Decision 1 Approved?

- Develop Decommissioning Plan

- Perform Critical Decision 2

- Critical Decision 2 Approved?

Process Activity Name: EDM-06.01 Submit OIT Intake Request Previous Activities EDM-06 OIT Intake, Analysis and Decisions

Next Activities EDM-06.02 Conduct Intake / Discovery

Description The Business Owner submits an intake request into the VIPR Tool.

Input Business Case


Business Epics

Business Sub-epics

VIPR Intake Request

Output Submitted VIPR Intake Request

Associated Artifacts Business Epic Template

VIPR Intake Request

Responsible Role Business Owner




Tools and Websites VIPR Tool



Process Activity Name: EDM-06.02 Conduct Intake / Discovery Previous Activities EDM-06.01 Submit OIT Intake Request

Next Activities EDM-06.03 Complete Required Analyses

Description The Conduct Intake / Discovery activity, performed by Demand Management, addresses the OIT Intake process, specifically the actions that capture the framework of a new project.

Input Business Case


Business Epic

VIPR Intake Request

Output Accepted Intake Request

Associated Artifacts VIPR Intake Request

Responsible Role Demand Management

Accountable Role Acquisition Integrated Product Team



Tools and Websites VIPR Tool



Process Activity Name: EDM-06.03 Complete Required Analyses Previous Activities EDM-06.02 Conduct Intake / Discovery

Or

EDM-06.05 Approved?

Next Activities EDM-06.04 Seek Portfolio Investment Management Board Approval

Description The Complete Required Analyses activity addresses complying with the VIP Process, Security and 508 Conformance requirements, specifically the actions that review and evaluate the new project.

Input Business Assessment


Business Case

Business Epics

Technical Assessment

Output Updated Business Assessment

Updated Technical Assessment

Associated Artifacts Business Case Technical Analysis (BCTA)



Consulted Role Business Team

Informed Role Acquisition Specialist; Legacy System Modernization Team; Program Manager; Receiving Organization




Process Activity Name: EDM-06.04 Seek Portfolio Investment Management Board Approval Previous Activities EDM-06.03 Complete Required Analyses

Next Activities EDM-06.05 Approved?

Description The Seek Portfolio Investment Management Board Approval activity addresses the actions surrounding the Technical Team presentation to and analysis of the project to the Portfolio Investment Management Board.



Business Case

Technical Analysis

Output Portfolio Investment Management Board Approval

Portfolio Investment Management Board Presentation




Consulted Role Legacy System Modernization Team

Informed Role Acquisition Specialist; Business Team; Demand Management Team; Intake and Analysis Team; IT Account Manager; Program Manager; Release Agent


Standards Portfolio Investment Management Board Charter


Process Activity Name: EDM-06.05 Approved? Previous Activities EDM-06.04 Seek Portfolio Investment Management Board Approval

Next Activities If "Yes":

EDM-06.06 Develop Required Planning Documents

Or

If "No":

EDM-06.03 Complete Required Analyses


Description The Technical Team determines if the Portfolio Investment Management Board approved the project submission (Yes) or not (No).





Process Activity Name: EDM-06.06 Develop Required Planning Documents Previous Activities EDM-06.05 Approved?

Or

EDM-06.08 Critical Decision 1 Approved?

Next Activities EDM-06.07 Perform Critical Decision 1

Description The Develop Required Planning Documents activity addresses the VIP process, specifically the actions involving the creation of plans and schedules for the project.

Input Business Epics

Business Sub-epics

Compliance Epics

Compliance Sub-epics

Critical Decision 1 Approval

Decommission Plan

Modernization Plan

Output Required Artifacts





Consulted Role Business Owner; Product Owner; Demand Management Team; Program Manager; Release Agent

Informed Role Legacy System Modernization Team; Users; Information Security Officer; Acquisition Specialist; POLARIS Agent

Tools and Websites Product Documentation (DOC) Process

Project Initiation (PRI) Process

POLARIS Enterprise Release Calendar (PERC) Process

Polaris Landing Page



Standards Veteran Focused Integration Process (VIP) Guide



Process Activity Name: EDM-06.07 Perform Critical Decision 1 Previous Activities EDM-06.06 Develop Required Planning Documents

Next Activities EDM-06.08 Critical Decision 1 Approved?

Description The Perform Critical Decision 1 activity, performed by the Technical Team, addresses the VIP Process, specifically, the actions that move a project through the first Critical Decision milestone.


Input Critical Decision 1 Presentation

Output Critical Decision 1 Approval

Associated Artifacts Critical Decision 1 Template



Consulted Role Intake and Analysis Team; Program Manager; System Team

Informed Role Acquisition Specialist; Contracting Officer; Information Security Officer; IT Account Manager; Receiving Organization; Release Agent





Process Activity Name: EDM-06.08 Critical Decision 1 Approved? Previous Activities EDM-06.07 Perform Critical Decision 1

Next Activities If "Yes":

EDM-06.09 Develop Decommissioning Plan

Or

If "No":

EDM-06.06 Develop Required Planning Documents


Description The Technical Team presents the Critical Decision 1 Presentation to the TRIAD and obtains approval (Yes) or not (No).





Process Activity Name: EDM-06.09 Develop Decommissioning Plan Previous Activities EDM-06.08 Critical Decision 1 Approved?

Next Activities EDM-06.10 Perform Critical Decision 2

Description The Develop Decommissioning Plan activity results in the creation of a detailed approach to the retirement or modernization activities associated with the project.

Input Business Epic

Business Sub-epic

Compliance Epic

Compliance Sub-Epic

Output Decommissioning Plan

Associated Artifacts Project Management Plan (PMP) Template




Consulted Role Intake and Analysis Team; Release Agent; System Team

Informed Role Acquisition Specialist; Information Security Officer

Tools and Websites POLARIS Enterprise Release Calendar







Process Activity Name: EDM-06.10 Perform Critical Decision 2 Previous Activities EDM-06.09 Develop Decommissioning Plan


Description The Perform Critical Decision 2 activity addresses the VIP Process, specifically, the actions that move a project through the second Critical Decision milestone.

Input Decommissioning Plan

Output Critical Decision 2 Presentation

Associated Artifacts Critical Decision 2 Template




Consulted Role Intake and Analysis Team; Program Manager; System Team

Informed Role Acquisition Specialist; Contracting Officer; Information Security Officer; IT Account Manager; Receiving Organization; Release Agent






Process Activity Name: EDM-06.11 Critical Decision 2 Approved? Previous Activities EDM-06.10 Perform Critical Decision 2

Next Activities If "YES":

EDM-07 OIT Intake Process

Or

If "N0":

EDM-06.09 Develop Decommissioning Plan

Description The Technical Team determines if the Critical Decision 2 is approved (Yes) or not (N0).






Process Activity Name: EDM-07 OIT Intake Process Previous Activities EDM-06.11 Critical Decision 2 Approved?

Next Activities If "Go To OITI":

OIT Intake Process

Or

If "Remain in EDM":

EDM-08 Decommission Action?

Description The System Team goes to the OIT Intake process and follows the activities there and then returns to the Enterprise Decommissioning Modernization Process to complete activities there.

Input None Listed

Output None Listed










Process Activity Name: EDM-08 Decommission Action? Previous Activities EDM-07 OIT Intake Process

Next Activities If "Retire":

EDM-10 Perform System Retirement

Or

If "Integrate":

EDM-09 Develop Migrating Functionality

Or

If "End":

Process Ends

Description The System Team determines which decommission action is to be taken: Decommission, Integrate, or Sustain.





Process Activity Name: EDM-09 Develop Migrating Functionality Previous Activities EDM-08 Decommission Action?

Next Activities EDM-09.01 Design Migrating Solution

Description The Develop Migrating Functionality sub-process performs the transfer of functionality from the retiring system to a new system by developing new code and moving existing data to be integrated as part of the new system. The Develop Migrating Functionality sub-process cycles through the following dependent activities:

- Design Migrating Solution


- Code Migrating Functionality

- Transfer Migrating Functionality

- Perform Testing

- All Migrations Implemented?

- Update Documentation

- Develop User Training

- Provide User Training

- Critical Decision 2

- Release New Version of Updated System

Process Activity Name: EDM-09.01 Design Migrating Solution Previous Activities EDM-09 Develop Migrating Functionality

Or

EDM-09.05 All Migrations Implemented?

Or

EDM-09.09 Critical Decision 2 Approved?

Next Activities EDM-09.02 Transfer Migrating Data

And

EDM-09.03 Code Migrating Functionality

Description The first step in migrating functionality, performed by the System Implementation Team, is performing design analysis and development so that a smooth integration can be completed.

Input Business Epic

Decommissioning Plan

System Architecture


Output Revised System Architecture

Revised System Context Diagram


Associated Artifacts System Context Diagram

Responsible Role System Implementation Team


Consulted Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team

Informed Role Acquisition Specialist; Intake and Analysis Team; IT Account Manager


Standards VA Enterprise Design Patterns: 2. Enterprise Architecture 2.2. End-to-End Application Performance Management (APM)

VA EA Enterprise Technical Architecture (ETA) Compliance Criteria

Veteran Focused Integration Process (VIP) Guide



Process Activity Name: EDM-09.02 Transfer Migrating Data Concurrent Activities EDM-09.03 Code Migrating Functionality

Previous Activities EDM-09.01 Design Migrating Solution

Next Activities EDM-09.04 Perform Testing

Description The System Implementation Team transfers all data existing in the retiring system that is needed to perform the migrating functionality to the new system in accordance with the VA policies and standards.


Input Revised System Architecture


Output Migrated Data

Revised System Context Diagram

Associated Artifacts System Context Diagram



Consulted Role Contracting Officer; Information Security Officer; Receiving Organization; Release Agent


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

Standards VA Enterprise Design Patterns: Data-as-a-Service (DaaS)



Process Activity Name: EDM-09.03 Code Migrating Functionality Concurrent Activities EDM-09.02 Transfer Migrating Data

Previous Activities EDM-09.01 Design Migrating Solution

Next Activities EDM-09.04 Perform Testing

Description Using the design solution, the System Implementation Team develops the migrating functionality in the new system, following the guidance in the VIP Process Guide.


Input Design Patterns


Output Migrating Functionality Code




Consulted Role Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; System Team


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

Standards Enterprise Design Patterns

VA Enterprise Design Patterns: Data-as-a-Service (DaaS)



Process Activity Name: EDM-09.04 Perform Testing Previous Activities EDM-09.02 Transfer Migrating Data

AND

EDM-09.03 Code Migrating Functionality

Next Activities EDM-09.05 All Migrations Implemented?


Description The Perform Testing activity, accomplished by the System Implementation Team, exercises the code developed to support the migration of the functionality to the new system; in alignment with the VIP Process.

Input Migrating Functionality

Transferred Migrating Data

Output Test Plan

Test Results

Test Cases Test Scripts

Associated Artifacts Test Case Test Scripts

Test Results



Consulted Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team


Tools and Websites Rational Quality Manager (Quality Management)


Standards Enterprise Testing Service Testing Guide


Process Activity Name: EDM-09.05 All Migrations Implemented? Previous Activities EDM-09.04 Perform Testing



EDM-09.06 Update Documentation

And

EDM-09.07 Develop User Training

Or

If "NO":

EDM-09.01 Design Migrating Solution

Description The Systems Implementation Team determines if all migrations have been implemented (Yes) or not (No).





Process Activity Name: EDM-09.06 Update Documentation Concurrent Activities EDM-09.07 Develop User Training

Previous Activities EDM-09.05 All Migrations Implemented?

Next Activities EDM-09.08 Provide User Training

Description The documentation for the new system is revised by the System Implementation Team to include the new functionality as part of this activity.

Input System Documentation


Output Updated System Documentation




Consulted Role Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; Release Agent






Process Activity Name: EDM-09.07 Develop User Training Concurrent Activities EDM-09.06 Update Documentation

Previous Activities EDM-09.05 All Migrations Implemented?

Next Activities EDM-09.08 Provide User Training

Description The System Implementation Team develops user training in this activity which includes revision to any existing training for the new system and identifying changes to how the training needs to be accomplished due to the new functionality.

Input Existing User Training Documents


Output Revised User Training documents




Consulted Role Contracting Officer; Information Security Officer; Receiving Organization; Release Agent; System Implementation Team





Process Activity Name: EDM-09.08 Provide User Training Previous Activities EDM-09.06 Update Documentation

AND

EDM-09.07 Develop User Training


Description The Provide User Training activity addresses the delivery of the education material, developed by the System Implementation Team, associated with the revised system.

Input External User Documentation

External User Training Materials


Internal User Documentation

Internal User Training Materials

Output Trained User Certifications




Consulted Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Implementation Team





Process Activity Name: EDM-09.09 Critical Decision 2 Approved? Previous Activities EDM-09.08 Provide User Training


EDM-09.10 Release New Version of Updated System

Or

If "NO":

EDM-09.01 Design Migrating Solution

Description The Systems Technical Team presents the Critical Decision 1 Presentation to the TRIAD and obtains approval (Yes) or not (No).




Consulted Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Implementation Team

Informed Role Acquisition Specialist; IT Account Manager; Intake and Analysis Team

Process Activity Name: EDM-09.10 Release New Version of Updated System Previous Activities EDM-09.09 Critical Decision 2 Approved?

Next Activities EDM-10 Perform System Retirement

Description The last step in this development sub-process performed by the Systems Implementation Team is to perform a controlled release of the revised system to reach full operational capability.

Input CD2 Approval


Output Configuration Management Plan


Software Configuration Management Plan

Associated Artifacts Configuration Management Plan Template






Informed Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team





Process Activity Name: EDM-10 Perform System Retirement Previous Activities EDM-09.10 Release New Version of Updated System

Next Activities EDM-10.01 Remove User Access to Retiring System

Description The Perform System Retirement sub-process includes all the actions needed to turn off a system securely, minimizing the negative impact on users transitioning to integrate or new systems. The Perform System Retirement sub-process cycles through the following dependent activities:

- Remove User Access to Retiring System

- Update Links

- Archive Retiring System Data

- Archive Software

- Dispose of Retiring System Hardware

- Make Necessary Network Changes

- Remove Security Certificates

Process Activity Name: EDM-10.01 Remove User Access to Retiring System Previous Activities EDM-10 Perform System Retirement


Next Activities EDM-10.02 Update Links

Description The Remove User Access to Retiring System activity, performed by the System Retirement Team, must be performed first in the retiring sub-process so that no new data is added into the retiring system.

Input Configuration Management Plan


Output Disposition of User Accounts & Security Certificates Report

Associated Artifacts Disposition of User Accounts & Security Certificates Report

Responsible Role System Retirement Team

Accountable Role Information Security Officer

Consulted Role IT Account Manager; System Team

Informed Role Acquisition Specialist; Intake and Analysis Team; Program Manager; Release Agent





Process Activity Name: EDM-10.02 Update Links Previous Activities EDM-10.01 Remove User Access to Retiring System


Next Activities EDM-10.03 Archive Retiring System Data

Description The System Retirement Team, as part of the re-direction of users to a new system, removes or changes all links and execution statements that would activate the retiring system to link to the new system.


Output User Access Links Removed or Updated




Consulted Role IT Account Manager






Process Activity Name: EDM-10.03 Archive Retiring System Data Previous Activities EDM-10.02 Update Links

Next Activities EDM-10.04 Archive Software


Description Archive Software, performed by the Systems Retirement Team, involves storing or deleting the data files of the system being shut down, or migrating them to other systems. It addresses the process for preserving the business value and context of the data, maintaining audit trails, and ensuring that data remains accessible in accordance with Federal and VA Systems retention rules and policies.


OIT File Plan

Systems Data Map

Output SP 258 Agreement to Transfer Records to National Archives

Migrated or Archived Data

Associated Artifacts OIT File Plan Template




Informed Role Acquisition Specialist; Intake and Analysis Team; Portfolio Director



Records Management Process

Standards VA Directive 6300, Records and Information Management

VA Handbook 6300.1, Records Management Procedures




Process Activity Name: EDM-10.04 Archive Software Previous Activities EDM-10.03 Archive Retiring System Data

Next Activities EDM-10.05 Dispose of Retiring System Hardware

Description Archive Software, performed by the Systems Retirement Team, involves removal of the software program(s) and preparing the software for disposal or reuse. It also involves updating the software asset inventory and ensuring license fees are properly terminated.

Input Decommission Plan

Software Configuration Management Plan

Output Updated Software Configuration Management Plan

Updated VA Systems Inventory




Consulted Role System Team

Informed Role Acquisition Specialist; Information Security Officer; Intake and Analysis Team; Portfolio Director




Standards Software Configuration Management Plan Standard





Process Activity Name: EDM-10.05 Dispose of Retiring System Hardware Previous Activities EDM-10.04 Archive Software

Next Activities EDM-10.06 Make Necessary Network Changes

Description When all code and data is removed from a hardware asset, the Dispose of Retiring System Hardware activity, performed by the Systems Retirement Team, ensures that the asset is released from service at the VA in accordance with agency policies.


Decommission Plan

Output VA Form 751 IT Sanitization Certificate

VA System Inventory Update





Informed Role Acquisition Specialist; Information Security Officer; Intake and Analysis Team





Standards VA Directive 6004, Configuration, Change, and Release Management Programs



Process Activity Name: EDM-10.06 Make Necessary Network Changes Previous Activities EDM-10.05 Dispose of Retiring System Hardware

Next Activities EDM-10.07 Remove Security Certificates

Description The Systems Retirement Team makes any needed modifications to the network. Removal of a hardware asset means that the VA Network may need to be updated to reflect the deletion.


Decommission Plan

Output Network Modifications

Updated VA Systems Inventory




Consulted Role IT Account Manager; System Team






Process Activity Name: EDM-10.07 Remove Security Certificates Previous Activities EDM-10.06 Make Necessary Network Changes

Next Activities EDM-11 Perform Decommissioning Closeout

Description The System Retirement Team ensures all security certificates for the retiring system are removed. When a system is retired, all security certificates associated with that system need to be removed from active service.


Hardware Disposal Checklist

OIT File Plan

SF258 Agreement to Transfer Records to National Archives

VA Form 751 IT Sanitization Certificate

Output Disposition of User Accounts & Security Certificates Report

Associated Artifacts Disposition of User Accounts & Security Certificates Report




Informed Role Acquisition Specialist; Intake and Analysis Team; Release Agent





Process Activity Name: EDM-11 Perform Decommissioning Closeout Previous Activities EDM-10.07 Remove Security Certificates

Next Activities EDM-11.01 Notify Help Desk

Description The Perform Decommissioning Closeout sub-process, performed by the System Team, covers the communication and documentation requirements associated with system retirement.

The sub-process cycles through the following dependent activities:

- Notify Help Desk

- Prepare Official Information for Dissemination

- Additional Notifications

- Disseminate Internal Notice

- Disseminate Public Release

- Perform Necessary Outreach

- Update System of Record Notice

- Notify Architecture Team

- Notify Open Source

- Revise Budget to any System Involved

- Prepare Post-decommissioning Report

- Send Update to RiskVision / ATO Tracker

- Send Update to VASI

Process Activity Name: EDM-11.01 Notify Help Desk Previous Activities EDM-11 Perform Decommissioning Closeout

Next Activities EDM-11.02 Prepare Official Information for Dissemination


Description The Help Desk accessed by system users needs to be notified by the Systems Team that the retiring system is no longer available and how any potential user can accomplish the functions that the old system used to support.

Input Process Changes

Support Changes

Systems Changes

Output Help Desk Notification





Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Portfolio Director




Process Activity Name: EDM-11.02 Prepare Official Information for Dissemination Previous Activities EDM-11.01 Notify Help Desk

Next Activities EDM-11.03 Additional Notifications?


And

EDM-11.07 Update System of Record Notice

Description The Prepare Official Information for Dissemination activity addresses the existing detailed VA procedures on how to communicate to the Veterans, employees and the public.

Input Community and Public Affairs Details

Output External Communication Plan

Associated Artifacts Communications Plan Template

Document Drafting Handbook - Update System of Records Notice






Standards 41 U.S.C. 2101 - Restrictions on Obtaining and Disclosing Certain Information


Process Activity Name: EDM-11.03 Additional Notifications? Previous Activities EDM-02 Perform Business/Technical Assessments

Next Activities If "VA Employees":

EDM-11.04 Disseminate Internal Notice


Or

If "External VA":

EDM-11.05 Disseminate Public Release

Or

If "External Critical":

EDM-11.06 Perform Necessary Outreach

Description The Systems Team decides if additional notifications are needed for VA Employees, External VA, or External Critical.





Process Activity Name: EDM-11.04 Disseminate Internal Notice Previous Activities EDM-11.03 Additional Notifications?

Next Activities Process Ends

Description The Disseminate Internal Notice activity, performed by the Systems Team, covers the communication actions required to tell employees about the retiring system.


Output Community and Public Affairs Details

Employee Communication Plan






Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team




Process Activity Name: EDM-11.05 Disseminate Public Release Previous Activities EDM-11.03 Additional Notifications?


Description The Disseminate Public Release activity, performed by the Systems Team, covers the communication actions required to tell the public about the retiring system.


Output Public Communication Plan






Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director




Process Activity Name: EDM-11.06 Perform Necessary Outreach Previous Activities EDM-11.03 Additional Notifications?


Description The Perform Necessary Outreach activity, performed by the Systems Team, covers the communication actions required to tell Veterans and their representatives about the retiring system and to offer any needed support.


Output Outreach Communication Plan










Process Activity Name: EDM-11.07 Update System of Record Notice Previous Activities EDM-11.02 Prepare Official Information for Dissemination

Next Activities EDM-11.08 Notify Architecture Team

Description The Update System of Record Notice activity, performed by the Systems Team, includes the modification of the notice for a system that has been partially decommissioned and the deletion of a fully retired system.


System of Record Notice

Output Updated System of Record Notice



Accountable Role Records Steward



Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team

Tools and Websites Records Management Process

Standards VA Handbook 6300.1, Records Management Procedures

VA Handbook 6300.4: Procedures for Processing Requests for Records Subject to the Privacy Act

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


Process Activity Name: EDM-11.08 Notify Architecture Team Previous Activities EDM-11.07 Update System of Record Notice

Next Activities EDM-11.09 Notify Open Source

Description The System Team notifies the architecture teams within VA that the retiring system is no longer available and where a user can accomplish the functions that the old system used to support.


Output Email Notification to Architecture Teams










Process Activity Name: EDM-11.09 Notify Open Source Previous Activities EDM-11.08 Notify Architecture Team

Next Activities EDM-11.10 Revise Budget to Any System Involved

Description The group(s) tracking any Open Source code used by the retiring system need to be notified by the Systems Team that the Open Source code is no longer in use.


Output Email Notification to Open Source










Process Activity Name: EDM-11.10 Revise Budget to Any System Involved Previous Activities EDM-11.09 Notify Open Source

Next Activities EDM-11.11 Prepare Post-decommissioning Report

Description The Systems Team notifies ITRM that the VA budget must be updated to reflect that the retiring system no longer needs any funds.


Output ITRM Notification Email




Consulted Role Acquisition Specialist

Informed Role Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director





Process Activity Name: EDM-11.11 Prepare Post-decommissioning Report Previous Activities EDM-11.10 Revise Budget to Any System Involved

Next Activities EDM-11.12 Send Update to RiskVision / ATO Tracker

Description All decommissioning activities and results need to be documented in a Post Decommissioning Report prepared by the Systems Team. This includes an Application Disposition Statement.


Decommission Report

Electronic Media Sanitization Report

Records Management Report

VA Form 751 IT Sanitization Certificate

Output Post-decommission Report

Associated Artifacts Post Decommission Operations Report





Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Information Security Officer; IT Account Manager; Legacy System Modernization Team




Process Activity Name: EDM-11.12 Send Update to RiskVision / ATO Tracker Previous Activities EDM-11.11 Prepare Post-decommissioning Report

Next Activities EDM-11.13 Send Update to VASI

Description The System Lead notifies the ATO team that the ATO Tracker must be updated to reflect that the retiring system no longer will be accessed and therefore, any security certificates can be retired. Also RiskVision must be updated to reflect the retired system and any replacement or upgraded system.


Post Decommission Report

Output ATO Notification

Risk Vision Notification



Accountable Role Product Manager







Process Activity Name: EDM-11.13 Send Update to VASI Previous Activities EDM-11.11 Prepare Post-decommissioning Report

Next Activities EDM-12 Track Decommissioning Projects

Description The Systems Team sends the VA System Inventory a notification that a system is no longer active.

Input Post-decommissioning Report

Output Notification to VASI



Accountable Role Project Manager







Process Activity Name: EDM-12 Track Decommissioning Projects Previous Activities EDM-11.01 Notify Help Desk

Next Activities EDM-13 Capture Assessment Lessons Learned

Description The Legacy System Modernization team performs the Track Decommissioning Project activity in order to understand the progress being made on the system retirement efforts.

Input Lessons Learned Reports

Output Analyzed Lessons Learned Reports

Associated Artifacts Lessons Learned Report Template




Informed Role Program Manager; Portfolio Director; IT Account Manager; Intake and Analysis Team; Receiving Organization; Release Agent; Contracting Officer; Information Security Officer; System Team; Acquisition Specialist; Business Team





Process Activity Name: EDM-13 Capture Assessment Lessons Learned Previous Activities EDM-11.12 Send Update to RiskVision / ATO Tracker


Description The Capture Assessment Lessons Learned activity is a Legacy System Modernization team effort to constantly improve the support that the team can offer decommissioning systems.

Input Lessons Learned

Post-decommissioning Report

Output Analyzed Lessons Learned

Associated Artifacts Lessons Learned Report Template



Consulted Role Acquisition Specialist; Business Team; Intake and Analysis Team; IT Account Manager; Portfolio Director; Program Manager; Receiving Organization; Release Agent; System Team





More Info None Listed END OF PROCESS

Enterprise Decommission Modernization · Enterprise Decommission Modernization 9 . EDM-09.01 Design...

Documents

Transcript of Enterprise Decommission Modernization · Enterprise Decommission Modernization 9 . EDM-09.01 Design...