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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
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Enterprise Decommission Modernization Process Map
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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
Enterprise Decommission Modernization 9
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 10
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 11
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
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.04 Select System for Data Entry Responsible Role: Data Capture System Tool
Accountable Role: Portfolio Director
Consulted Role: Program Manager
Informed Role: None Listed
EDM-01.05 Display System's Stored Criteria Values Responsible Role: Data Capture System Tool
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Accountable Role: Legacy System Modernization Team
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.06 Select/Modify Survey Answers Responsible Role: System Team
Accountable Role: Portfolio Director
Consulted Role: Program Manager
Informed Role: None Listed
EDM-01.07 Submit Survey Responsible Role: System Team
Accountable Role: Portfolio Director
Consulted Role: Program Manager
Informed Role: None Listed
EDM-01.08 Enter Another System? Responsible Role: System Owner
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.09 Log off System Data Capture Tool Responsible Role: System Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.10 Update Stored Survey Data
Enterprise Decommission Modernization 13
Responsible Role: Data Capture System Tool
Accountable Role: Legacy System Modernization Team
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.11 Score System Based on Submitted Survey Responsible Role: Data Capture System Tool
Accountable Role: Legacy System Modernization Team
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.12 Generate Candidate List Responsible Role: Data Capture System Tool
Accountable Role: Legacy System Modernization Team
Consulted Role: None Listed
Informed Role: None Listed
EDM-01.13 Review Candidate List Responsible Role: Legacy System Modernization Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
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
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team
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EDM-01.15 Send Current Content Responsible Role: VA System Inventory Tool
Accountable Role: Legacy System Modernization Team
Consulted Role: Business Owner; Portfolio Director
Informed Role: Program Manager
EDM-01.16 Display Decommissioning Survey View Responsible Role: VA System Inventory Tool
Accountable Role: Legacy System Modernization Team
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
Consulted Role: None Listed
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
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-02.03 Analyze System Alternatives Responsible Role: Technical Team
Accountable Role: Portfolio Director
Enterprise Decommission Modernization 15
Consulted Role: Business Team; Program Manager
Informed Role: Legacy System Modernization Team
EDM-02.04 Confirm Selected Alternative Responsible Role: Business Team
Accountable Role: Portfolio Director
Consulted Role: Program Manager; System Team
Informed Role: Legacy System Modernization Team
EDM-02.05 Create Business Epic Responsible Role: Business Team
Accountable Role: Portfolio Director
Consulted Role: Program Manager
Informed Role: Legacy System Modernization Team
EDM-02.06 Review Assessment Products with ITAM Responsible Role: Business Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-03 Recommendation? Responsible Role: System Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-04 Follow VIP for Upgrades Responsible Role: System Team
Enterprise Decommission Modernization 16
Accountable Role: Portfolio Director
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
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: Stakeholders
EDM-06.01 Submit OIT Intake Request Responsible Role: Business Owner
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-06.02 Conduct Intake / Discovery Responsible Role: Demand Management
Accountable Role: Acquisition Integrated Product Team
Consulted Role: None Listed
Informed Role: None Listed
EDM-06.03 Complete Required Analyses Responsible Role: Technical Team
Accountable Role: Portfolio Director
Consulted Role: Business Team
Informed Role: Acquisition Specialist; Legacy System Modernization Team; Program Manager; Receiving Organization
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EDM-06.04 Seek Portfolio Investment Management Board Approval Responsible Role: Technical Team
Accountable Role: Portfolio Director
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
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-06.06 Develop Required Planning Documents Responsible Role: Technical Team
Accountable Role: Portfolio Director
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
Accountable Role: Portfolio Director
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
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Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-06.09 Develop Decommissioning Plan Responsible Role: Technical Team
Accountable Role: Portfolio Director
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
Accountable Role: Portfolio Director
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
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-07 OIT Intake Process Responsible Role: System Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
Enterprise Decommission Modernization 19
EDM-08 Decommission Action? Responsible Role: System Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-09.01 Design Migrating Solution Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
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
Accountable Role: Portfolio Director
Consulted Role: Contracting Officer; Information Security Officer; Receiving Organization; Release Agent
Informed Role: Acquisition Specialist; Intake and Analysis Team; IT Account Manager
EDM-09.03 Code Migrating Functionality Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
Consulted Role: Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; System Team
Informed Role: Acquisition Specialist; Intake and Analysis Team; IT Account Manager
EDM-09.04 Perform Testing Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
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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-09.05 All Migrations Implemented? Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
Consulted Role: None Listed
Informed Role: None Listed
EDM-09.06 Update Documentation Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
Consulted Role: Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; Release Agent
Informed Role: Acquisition Specialist; Intake and Analysis Team; IT Account Manager
EDM-09.07 Develop User Training Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
Consulted Role: Contracting Officer; Information Security Officer; Receiving Organization; Release Agent; System Implementation Team
Informed Role: Acquisition Specialist; Intake and Analysis Team; IT Account Manager
EDM-09.08 Provide User Training Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
Consulted Role: Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Implementation Team
Informed Role: Acquisition Specialist; Intake and Analysis Team; IT Account Manager
Enterprise Decommission Modernization 21
EDM-09.09 Critical Decision 2 Approved? Responsible Role: System Implementation Team
Accountable Role: Portfolio Director
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
Accountable Role: Portfolio Director
Consulted Role: None Listed
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
Accountable Role: Information Security Officer
Consulted Role: IT Account Manager
Informed Role: Acquisition Specialist; Intake and Analysis Team; Program Manager; Release Agent
EDM-10.03 Archive Retiring System Data Responsible Role: System Retirement Team
Enterprise Decommission Modernization 22
Accountable Role: Information Security Officer
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Intake and Analysis Team; Portfolio Director
EDM-10.04 Archive Software Responsible Role: System Retirement Team
Accountable Role: Program Manager
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
Accountable Role: Program Manager
Consulted Role: System Team
Informed Role: Acquisition Specialist; Information Security Officer; Intake and Analysis Team
EDM-10.06 Make Necessary Network Changes 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-10.07 Remove Security Certificates Responsible Role: System Retirement Team
Accountable Role: Information Security Officer
Consulted Role: System Team
Informed Role: Acquisition Specialist; Intake and Analysis Team; Release Agent
Enterprise Decommission Modernization 23
EDM-11.01 Notify Help Desk Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Portfolio Director
EDM-11.02 Prepare Official Information for Dissemination Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: None Listed
EDM-11.03 Additional Notifications? Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: None Listed
EDM-11.04 Disseminate Internal Notice Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team
EDM-11.05 Disseminate Public Release Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Enterprise Decommission Modernization 24
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
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
EDM-11.07 Update System of Record Notice Responsible Role: System Team
Accountable Role: Records Steward
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team
EDM-11.08 Notify Architecture Team Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
EDM-11.09 Notify Open Source Responsible Role: System Team
Accountable Role: Program Manager
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Enterprise Decommission Modernization 25
EDM-11.10 Revise Budget to Any System Involved Responsible Role: System Team
Accountable Role: Program Manager
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
Accountable Role: Program Manager
Consulted Role: None Listed
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
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
EDM-11.13 Send Update to VASI Responsible Role: System Team
Accountable Role: Project Manager
Consulted Role: None Listed
Informed Role: Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
EDM-12 Track Decommissioning Projects Responsible Role: Legacy System Modernization Team
Enterprise Decommission Modernization 26
Accountable Role: Legacy System Modernization Team
Consulted Role: None Listed
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
Accountable 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
Informed Role: None Listed
Enterprise Decommission Modernization 27
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
Enterprise Decommission Modernization 28
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
VA Systems Inventory
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
Enterprise Decommission Modernization 29
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
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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
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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
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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
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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.
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Input Current VASI Content
Output Listing of Authorized Systems
Associated Artifacts None Listed
Responsible Role Data Capture System Tool
Accountable Role Legacy System Modernization Team
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info 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
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Associated Artifacts None Listed
Responsible Role Data Capture System Tool
Accountable Role Portfolio Director
Consulted Role Program Manager
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Associated Artifacts None Listed
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Responsible Role Data Capture System Tool
Accountable Role Legacy System Modernization Team
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards None Listed
More Info 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
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Portfolio Director
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Consulted Role Program Manager
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Portfolio Director
Consulted Role Program Manager
Informed Role None Listed
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Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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.
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Input Updated Systems Criteria for Authorized Systems
Output Closed System Data Capture Tool
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
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Output Updated System Data
Associated Artifacts Decommission Score Card Sample With Risk Criteria
Responsible Role Data Capture System Tool
Accountable Role Legacy System Modernization Team
Consulted Role None Listed
Informed Role None Listed
Tools and Websites None Listed
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info 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
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Associated Artifacts None Listed
Responsible Role Data Capture System Tool
Accountable Role Legacy System Modernization Team
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Responsible Role Data Capture System Tool
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Accountable Role Legacy System Modernization Team
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Responsible Role Legacy System Modernization Team
Accountable Role Portfolio Director
Consulted Role None Listed
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Informed Role Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team
Tools and Websites Data Capture System Tool
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Associated Artifacts None Listed
Responsible Role Legacy System Modernization Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role Business Team; IT Account Manager; Portfolio Director; Program Manager; System Team
Tools and Websites Data Capture System Tool
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Standards Legacy Systems Business Case Decommissioning Assessment Criteria
More Info None Listed
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
Accountable Role Legacy System Modernization Team
Consulted Role Business Owner; Portfolio Director
Informed Role Program Manager
Tools and Websites VA Systems Inventory
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
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More Info None Listed
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
Associated Artifacts None Listed
Responsible Role VA System Inventory Tool
Accountable Role Legacy System Modernization Team
Consulted Role Business Owner; Portfolio Director
Informed Role Program Manager
Tools and Websites VA Systems Inventory
Standards VA Directive 6404, VA Systems Inventory
More Info None Listed
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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
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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
Consulted Role None Listed
Informed Role Legacy System Modernization Team; Portfolio Director; Program Manager; Project Manager; IT Account Manager; Solution Delivery Technical Reviewer
Tools and Websites VA Systems Inventory
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
Change Control Process Guide
VA Directive 6551, Enterprise Design Patterns
VA EA Vision and Strategy
More Info None Listed
Process Activity Name: EDM-02.02 Modernize System? Previous Activities EDM-02.01 Perform Business Case Analysis
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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.
Responsible Role Business Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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
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Responsible Role Technical Team
Accountable Role Portfolio Director
Consulted Role Business Team; Program Manager
Informed Role Legacy System Modernization Team
Tools and Websites Rational Requirements DOORS Next Generation
EPMD Legacy Systems Modernization Portal
VA Systems Inventory
Standards Legacy Systems Business Case Decommissioning Assessment Criteria
VA Directive 6551, Enterprise Design Patterns
VA Directive 6518, Enterprise Information Management
VA Directive 6500, Managing Information Security Risk: VA Information Security Program
More Info None Listed
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
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Updated Business Case
Associated Artifacts Analysis of Alternatives Template
Responsible Role Business Team
Accountable Role Portfolio Director
Consulted Role Program Manager; System Team
Informed Role Legacy System Modernization Team
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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
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Responsible Role Business Team
Accountable Role Portfolio Director
Consulted Role Program Manager
Informed Role Legacy System Modernization Team
Tools and Websites Rational Requirements DOORS Next Generation
Rational Team Concert (Change/Configuration Management)
Standards None Listed
More Info None Listed
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.
Input Analysis of Alternatives
Business Case
Business Epics
VIP Required Artifacts
Output Approved Analysis of Alternatives
Approved Business Case
Approved Business Epics
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Associated Artifacts Analysis of Alternatives Template
Responsible Role Business Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Rational Requirements DOORS Next Generation
Rational Team Concert (Change/Configuration Management)
Standards Veteran-focused Integration Process Request (VIPR) Submission Instruction
More Info None Listed
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.
Responsible Role System Team
Accountable Role Portfolio Director
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Consulted Role None Listed
Informed Role None Listed
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.
Input Analysis of Alternatives
Business Case
Business Epics
Output Full Operating Capability Product
Associated Artifacts Required Artifacts
Responsible Role System Team
Accountable Role Portfolio Director
Consulted Role Business Team; Program Manager
Informed Role Acquisition Specialist; Legacy System Modernization Team; Receiving Organization
Tools and Websites Rational Requirements DOORS Next Generation
Rational Team Concert (Change/Configuration Management)
Standards Veteran-focused Integration Process Request (VIPR) Submission Instruction
Enterprise Decommission Modernization 53
More Info None Listed
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
Associated Artifacts Required Artifacts
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
Informed Role Stakeholders
Tools and Websites None Listed
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Standards None Listed
More Info None Listed
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
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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
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
Tools and Websites VIPR Tool
Standards None Listed
More Info None Listed
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
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Business Epic
VIPR Intake Request
Output Accepted Intake Request
Associated Artifacts VIPR Intake Request
Responsible Role Demand Management
Accountable Role Acquisition Integrated Product Team
Consulted Role None Listed
Informed Role None Listed
Tools and Websites VIPR Tool
Standards Veteran-focused Integration Process Request (VIPR) Submission Instruction
More Info None Listed
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
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Business Case
Business Epics
Technical Assessment
Output Updated Business Assessment
Updated Technical Assessment
Associated Artifacts Business Case Technical Analysis (BCTA)
Responsible Role Technical Team
Accountable Role Portfolio Director
Consulted Role Business Team
Informed Role Acquisition Specialist; Legacy System Modernization Team; Program Manager; Receiving Organization
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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.
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Input Analysis of Alternatives
Business Case
Technical Analysis
Output Portfolio Investment Management Board Approval
Portfolio Investment Management Board Presentation
Associated Artifacts None Listed
Responsible Role Technical Team
Accountable Role Portfolio Director
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
Tools and Websites None Listed
Standards Portfolio Investment Management Board Charter
More Info None Listed
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
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Description The Technical Team determines if the Portfolio Investment Management Board approved the project submission (Yes) or not (No).
Responsible Role Technical Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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
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Associated Artifacts Required Artifacts
Responsible Role Technical Team
Accountable Role Portfolio Director
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
Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
Standards Veteran Focused Integration Process (VIP) Guide
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
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.
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Input Critical Decision 1 Presentation
Output Critical Decision 1 Approval
Associated Artifacts Critical Decision 1 Template
Responsible Role Technical Team
Accountable Role Portfolio Director
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
Tools and Websites None Listed
Standards Veteran Focused Integration Process (VIP) Guide
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
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
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Description The Technical Team presents the Critical Decision 1 Presentation to the TRIAD and obtains approval (Yes) or not (No).
Responsible Role Technical Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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
Responsible Role Technical Team
Accountable Role Portfolio Director
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Consulted Role Intake and Analysis Team; Release Agent; System Team
Informed Role Acquisition Specialist; Information Security Officer
Tools and Websites POLARIS Enterprise Release Calendar
Rational Requirements DOORS Next Generation
Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
Standards Veteran Focused Integration Process (VIP) Guide
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
Process Activity Name: EDM-06.10 Perform Critical Decision 2 Previous Activities EDM-06.09 Develop Decommissioning Plan
Next Activities EDM-06.11 Critical Decision 2 Approved?
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
Responsible Role Technical Team
Accountable Role Portfolio Director
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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
Tools and Websites Rational Requirements DOORS Next Generation
Rational Team Concert (Change/Configuration Management)
Standards Veteran Focused Integration Process (VIP) Guide
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
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).
Responsible Role Technical Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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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
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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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.
Responsible Role System Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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
Enterprise Decommission Modernization 67
- 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
System Context Diagram
Output Revised System Architecture
Revised System Context Diagram
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Associated Artifacts System Context Diagram
Responsible Role System Implementation Team
Accountable Role Portfolio Director
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
Tools and Websites None Listed
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
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
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.
Enterprise Decommission Modernization 69
Input Revised System Architecture
System Context Diagram
Output Migrated Data
Revised System Context Diagram
Associated Artifacts System Context Diagram
Responsible Role System Implementation Team
Accountable Role Portfolio Director
Consulted Role Contracting Officer; Information Security Officer; Receiving Organization; Release Agent
Informed Role Acquisition Specialist; Intake and Analysis Team; IT Account Manager
Tools and Websites Rational Team Concert (Change/Configuration Management)
Standards VA Enterprise Design Patterns: Data-as-a-Service (DaaS)
VA Enterprise Target Application Architecture
More Info None Listed
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.
Enterprise Decommission Modernization 70
Input Design Patterns
System Context Diagram
Output Migrating Functionality Code
Associated Artifacts None Listed
Responsible Role System Implementation Team
Accountable Role Portfolio Director
Consulted Role Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; System Team
Informed Role Acquisition Specialist; Intake and Analysis Team; IT Account Manager
Tools and Websites Rational Team Concert (Change/Configuration Management)
Standards Enterprise Design Patterns
VA Enterprise Design Patterns: Data-as-a-Service (DaaS)
VA Enterprise Target Application Architecture
More Info None Listed
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?
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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
Responsible Role System Implementation Team
Accountable Role Portfolio Director
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
Tools and Websites Rational Quality Manager (Quality Management)
Rational Requirements DOORS Next Generation
Standards Enterprise Testing Service Testing Guide
More Info None Listed
Process Activity Name: EDM-09.05 All Migrations Implemented? Previous Activities EDM-09.04 Perform Testing
Enterprise Decommission Modernization 72
Next Activities If "YES":
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).
Responsible Role System Implementation Team
Accountable Role Portfolio Director
Consulted Role None Listed
Informed Role None Listed
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
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Output Updated System Documentation
Associated Artifacts None Listed
Responsible Role System Implementation Team
Accountable Role Portfolio Director
Consulted Role Contracting Officer; Information Security Officer; Project Manager; Receiving Organization; Release Agent
Informed Role Acquisition Specialist; Intake and Analysis Team; IT Account Manager
Tools and Websites Rational Quality Manager (Quality Management)
Standards Veteran Focused Integration Process (VIP) Guide
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
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
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Output Revised User Training documents
Associated Artifacts None Listed
Responsible Role System Implementation Team
Accountable Role Portfolio Director
Consulted Role Contracting Officer; Information Security Officer; Receiving Organization; Release Agent; System Implementation Team
Informed Role Acquisition Specialist; Intake and Analysis Team; IT Account Manager
Tools and Websites Rational Quality Manager (Quality Management)
Standards None Listed
More Info None Listed
Process Activity Name: EDM-09.08 Provide User Training Previous Activities EDM-09.06 Update Documentation
AND
EDM-09.07 Develop User Training
Next Activities EDM-09.09 Critical Decision 2 Approved?
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
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Internal User Documentation
Internal User Training Materials
Output Trained User Certifications
Associated Artifacts None Listed
Responsible Role System Implementation Team
Accountable Role Portfolio Director
Consulted Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Implementation Team
Informed Role Acquisition Specialist; Intake and Analysis Team; IT Account Manager
Tools and Websites Rational Quality Manager (Quality Management)
Standards None Listed
More Info None Listed
Process Activity Name: EDM-09.09 Critical Decision 2 Approved? Previous Activities EDM-09.08 Provide User Training
Next Activities If "YES":
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).
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Responsible Role System Implementation Team
Accountable Role Portfolio Director
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
Decommissioning Plan
Output Configuration Management Plan
Deployment, Installation, Rollback, Back-out Guide Template
Software Configuration Management Plan
Associated Artifacts Configuration Management Plan Template
Deployment, Installation, Rollback, Back-out Guide Template
Responsible Role System Implementation Team
Accountable Role Portfolio Director
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Consulted Role None Listed
Informed Role Contracting Officer; Information Security Officer; Program Manager; Receiving Organization; Release Agent; System Team
Tools and Websites Rational Quality Manager (Quality Management)
Standards Veteran Focused Integration Process (VIP) Guide
Veteran-focused Integration Process (VIP) Release Process Guide
More Info None Listed
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
Enterprise Decommission Modernization 78
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
Decommissioning 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
Tools and Websites Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
Standards None Listed
More Info None Listed
Process Activity Name: EDM-10.02 Update Links Previous Activities EDM-10.01 Remove User Access to Retiring System
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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.
Input Decommissioning Plan
Output User Access Links Removed or Updated
Associated Artifacts None Listed
Responsible Role System Retirement Team
Accountable Role Information Security Officer
Consulted Role IT Account Manager
Informed Role Acquisition Specialist; Intake and Analysis Team; Program Manager; Release Agent
Tools and Websites Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
Standards None Listed
More Info None Listed
Process Activity Name: EDM-10.03 Archive Retiring System Data Previous Activities EDM-10.02 Update Links
Next Activities EDM-10.04 Archive Software
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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.
Input Decommissioning Plan
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
Responsible Role System Retirement Team
Accountable Role Information Security Officer
Consulted Role None Listed
Informed Role Acquisition Specialist; Intake and Analysis Team; Portfolio Director
Tools and Websites Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
Records Management Process
Standards VA Directive 6300, Records and Information Management
VA Handbook 6300.1, Records Management Procedures
VA Handbook 6500.1, Electronic Media Sanitization
More Info None Listed
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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
Associated Artifacts None Listed
Responsible Role System Retirement Team
Accountable Role Program Manager
Consulted Role System Team
Informed Role Acquisition Specialist; Information Security Officer; Intake and Analysis Team; Portfolio Director
Tools and Websites Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
VA Systems Inventory
Standards Software Configuration Management Plan Standard
VA Directive 6404, VA Systems Inventory
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VA Handbook 6500.1, Electronic Media Sanitization
More Info None Listed
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.
Input Configuration Management Plan
Decommission Plan
Output VA Form 751 IT Sanitization Certificate
VA System Inventory Update
Associated Artifacts None Listed
Responsible Role System Retirement Team
Accountable Role Program Manager
Consulted Role System Team
Informed Role Acquisition Specialist; Information Security Officer; Intake and Analysis Team
Tools and Websites Rational Quality Manager (Quality Management)
Rational Team Concert (Change/Configuration Management)
VA Systems Inventory
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Standards VA Directive 6004, Configuration, Change, and Release Management Programs
VA Directive 6404, VA Systems Inventory
More Info None Listed
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.
Input Configuration Management Plan
Decommission Plan
Output Network Modifications
Updated VA Systems Inventory
Associated Artifacts None Listed
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
Tools and Websites None Listed
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Standards None Listed
More Info None Listed
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.
Input Decommission Plan
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
Responsible Role System Retirement Team
Accountable Role Information Security Officer
Consulted Role System Team
Informed Role Acquisition Specialist; Intake and Analysis Team; Release Agent
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Tools and Websites None Listed
Standards None Listed
More Info None Listed
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
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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
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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?
Enterprise Decommission Modernization 87
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
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
Informed Role None Listed
Tools and Websites None Listed
Standards 41 U.S.C. 2101 - Restrictions on Obtaining and Disclosing Certain Information
More Info None Listed
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
Enterprise Decommission Modernization 88
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.
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
Informed Role None Listed
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.
Input Decommission Plan
Output Community and Public Affairs Details
Employee Communication Plan
Associated Artifacts Communications Plan Template
Enterprise Decommission Modernization 89
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team
Tools and Websites None Listed
Standards None Listed
More Info None Listed
Process Activity Name: EDM-11.05 Disseminate Public Release Previous Activities EDM-11.03 Additional Notifications?
Next Activities Process Ends
Description The Disseminate Public Release activity, performed by the Systems Team, covers the communication actions required to tell the public about the retiring system.
Input Decommission Plan
Output Public Communication Plan
Associated Artifacts Communications Plan Template
Responsible Role System Team
Enterprise Decommission Modernization 90
Accountable Role Program Manager
Consulted Role None Listed
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
Process Activity Name: EDM-11.06 Perform Necessary Outreach Previous Activities EDM-11.03 Additional Notifications?
Next Activities Process Ends
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.
Input Decommission Plan
Output Outreach Communication Plan
Associated Artifacts Communications Plan Template
Responsible Role System Team
Accountable Role Program Manager
Enterprise Decommission Modernization 91
Consulted Role None Listed
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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.
Input Decommission Plan
System of Record Notice
Output Updated System of Record Notice
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Records Steward
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Consulted Role None Listed
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
More Info None Listed
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.
Input Decommission Plan
Output Email Notification to Architecture Teams
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Program Manager
Enterprise Decommission Modernization 93
Consulted Role None Listed
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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.
Input Decommission Plan
Output Email Notification to Open Source
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
Enterprise Decommission Modernization 94
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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.
Input Decommission Plan
Output ITRM Notification Email
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Program Manager
Consulted Role Acquisition Specialist
Informed Role Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
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Tools and Websites None Listed
Standards None Listed
More Info None Listed
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.
Input Decommission Plan
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
Responsible Role System Team
Accountable Role Program Manager
Consulted Role None Listed
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Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Information Security Officer; IT Account Manager; Legacy System Modernization Team
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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.
Input Decommission Plan
Post Decommission Report
Output ATO Notification
Risk Vision Notification
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Product Manager
Enterprise Decommission Modernization 97
Consulted Role None Listed
Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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
Associated Artifacts None Listed
Responsible Role System Team
Accountable Role Project Manager
Consulted Role None Listed
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Informed Role Acquisition Specialist; Business Team; Intake and Analysis Team; Legacy System Modernization Team; Portfolio Director
Tools and Websites None Listed
Standards None Listed
More Info None Listed
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
Responsible Role Legacy System Modernization Team
Accountable Role Legacy System Modernization Team
Consulted Role None Listed
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
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Tools and Websites None Listed
Standards None Listed
More Info None Listed
Process Activity Name: EDM-13 Capture Assessment Lessons Learned Previous Activities EDM-11.12 Send Update to RiskVision / ATO Tracker
Next Activities Process Ends
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
Responsible Role Legacy System Modernization Team
Accountable 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
Informed Role None Listed
Enterprise Decommission Modernization 100
Tools and Websites None Listed
Standards None Listed
More Info None Listed END OF PROCESS