Vendor Access Management

Transcription

1 Vendor Access Management ProPath Office of Information and Technology

2 Table of Contents Vendor Access Management Process Map... 1 Process: Vendor Access Management... 2 Vendor Access Management Description and Goals... 3 Description... 3 Goals... 3 Vendor Access Management RACI Information... 4 Vendor Access Management Associated Artifacts Information... 8 Vendor Access Management Tools and Web Sites Information... 8 Vendor Access Management Standards Information... 8 Vendor Access Management Process... 9 Process Activity Name: VAM-01 Respond to Vendor Inquiry... 9 Process Activity Name: VAM-02 Complete Vendor Record Process Activity Name: VAM-03 Vendor Approved? Process Activity Name: VAM-04 Notification of Vendor Assignment Process Activity Name: VAM-05 Prepare Meeting Analysis Package Process Activity Name: VAM-06 Complete Meeting Analysis Process Activity Name: VAM-07 Schedule Visit? Process Activity Name: VAM-08 Schedule Vendor Visits Process Activity Name: VAM-09 Vendor Appeal? Process Activity Name: VAM-10 Approve Recommendations Process Activity Name: VAM-11 Schedule Visit? Process Activity Name: VAM-12 Vendor Appeal? Process Activity Name: VAM-13 Finalize Recommendations Process Activity Name: VAM-14 Schedule Visit? Process Activity Name: VAM-15 Respond to Vendor Process Activity Name: VAM-16 Update Vendor Record Vendor Access Management i

3 Vendor Access Management Process Map The links in this process map are inactive. Please scroll to view activity data. 1

4 Process: Vendor Access Management Overview: The process map for Vendor Access Management cycles through the following process and review activities: VAM-01 Respond to Vendor Inquiry VAM-02 Complete Vendor Record VAM-03 Vendor Approved? VAM-04 Notification of Vendor Assignment VAM-05 Prepare Meeting Analysis Package VAM-06 Complete Meeting Analysis VAM-07 Schedule Visit? VAM-08 Schedule Vendor Visits VAM-09 Vendor Appeal? VAM-10 Approve Recommendations VAM-11 Schedule Visit? VAM-12 Vendor Appeal? VAM-13 Finalize Recommendations VAM-14 Schedule Visit? VAM-15 Respond to Vendor VAM-16 Update Vendor Record Vendor Access Management 2

5 Vendor Access Management Description and Goals Description Vendor Access Management's purpose is to ensure that vendor requests for access to the VA are managed, controlled, and coordinated. Vendor specific information is properly captured and stored in the vendor record. All vendor inputs are received, acknowledged, and appropriate actions taken to provide timely and accurate responses to schedule appropriate meetings based upon vendor input and existing vendor record information. Goals Vendor Access Management ensures: - All vendor inputs are captured and vendor records updated - Each vendor meeting request is addressed - Appropriate meetings are scheduled - Actions taken are communicated back to the vendor - Adequate government preparation for vendor meetings Vendor Access Management 3

6 Vendor Access Management RACI Information The following describes the RACI information for this process: VAM-01 Respond to Vendor Inquiry : Vendor Management Office Staff : Vendor Management Office Staff Lead : : VAM-02 Complete Vendor Record : Vendor Management Office Staff : Vendor Management Office Staff Lead : : VAM-03 Vendor Approved? : Vendor Management Office Staff : Vendor Management Office Staff Lead : : VAM-04 Notification of Vendor Assignment : Vendor Management Office Staff : Vendor Management Office Staff Lead : : VAM-05 Prepare Meeting Analysis Package : Vendor Management Office Staff Lead Vendor Access Management 4

7 : Director, Vendor Management Office : : VAM-06 Complete Meeting Analysis : Vendor Management Office Staff Lead : Director, Vendor Management Office : : VAM-07 Schedule Visit? : Vendor Management Office Staff Lead : Director, Vendor Management Office : : VAM-08 Schedule Vendor Visits : Vendor Management Office Staff : Vendor Management Office Staff Lead : : VAM-09 Vendor Appeal? : Vendor Management Office Staff Lead : Director, Vendor Management Office : : VAM-10 Approve Recommendations Vendor Access Management 5

8 : Director, Vendor Management Office : Executive Director : : VAM-11 Schedule Visit? : Director, Vendor Management Office : Executive Director : : VAM-12 Vendor Appeal? : Director, Vendor Management Office : Executive Director : : VAM-13 Finalize Recommendations : Executive Director : Deputy Assistant Secretary, IT Resource Management : : VAM-14 Schedule Visit? : Executive Director : Director, Vendor Management Office : : Vendor Access Management 6

9 VAM-15 Respond to Vendor : Director, Vendor Management Office : Executive Director : : VAM-16 Update Vendor Record : Vendor Management Office Staff : Vendor Management Office Staff Lead : : Vendor Access Management 7

10 Vendor Access Management Associated Artifacts Information Associated Artifacts information (including hyperlinks) for this process includes: Vendor Record Vendor Access Management Tools and Web Sites Information The Tools and Web Sites associated with this process (including hyperlinks) include: Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Vendor Access Management Standards Information Standards associated with this process (including hyperlinks) include: Vendor Access Management Standard Operating Procedures Vendor Rules of Engagement Vendor Access Management 8

11 Vendor Access Management Process Process Activity Name: VAM-01 Respond to Vendor Inquiry Process Begins VAM-02 Complete Vendor Record Description The Vendor Management Office (VMO) Staff receives notification of vendor interest through various sources, captures vendor information creating the vendor record and responds to the Vendor with a Vendor Package which includes forms and information via . Input Vendor Inquiry Output Vendor Package Vendor Record Associated Artifacts Vendor Record Vendor Management Office Staff Vendor Management Office Staff Lead Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures Vendor Access Management 9

12 More Info All artifacts used, created, and standards documents provided by the VMO are contained on the Vendor Management Office SharePoint Portal which requires specific permission to access. Refer to Vendor Access Management Standard Operating Procedures for content of Vendor Package. Process Activity Name: VAM-02 Complete Vendor Record VAM-01 Respond to Vendor Inquiry VAM-03 Vendor Approved? Description The Vendor Management Office (VMO) Staff receives completed Vendor Package and updates the Vendor Record. Once the Vendor information is validated for socio-economic status and other criteria (as detailed in the Vendor Access Management Standard Operating Procedures) the Vendor is notified by or phone of any issues affecting continuing action. Input Vendor Package Vendor Record Output Updated Vendor Record Vendor Notification Associated Artifacts Vendor Record Vendor Management Office Staff Vendor Management Office Staff Lead Vendor Access Management 10

13 Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info The Vendor Access Management Standard Operating Procedures includes the complete list of resources that may be accessed to approve Vendors. Process Activity Name: VAM-03 Vendor Approved? VAM-02 Complete Vendor Record If "Yes": VAM-04 Notification of Vendor Assignment Or If "No": Process Ends Description Vendor Management Office Staff provides their approval (Yes) or not (No). Vendor Management Office Staff Vendor Management Office Staff Lead Process Activity Name: VAM-04 Notification of Vendor Assignment VAM-03 Vendor Approved? VAM-05 Prepare Meeting Analysis Package Vendor Access Management 11

14 Description The Vendor Management Office (VMO) Staff identifies the appropriate VMO Lead through analysis of the Vendor's core capabilities and notifies the Vendor and VMO Lead of assignment via . Input Vendor Record Output Confirmation Associated Artifacts Vendor Record Vendor Management Office Staff Vendor Management Office Staff Lead Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Rules of Engagement More Info Process Activity Name: VAM-05 Prepare Meeting Analysis Package VAM-04 Notification of Vendor Assignment VAM-06 Complete Meeting Analysis Vendor Access Management 12

15 Description The Vendor Management Office (VMO) Staff Lead assembles the Meeting Analysis Package and determines if a meeting is required. If so, they determine who the recommended meeting attendees should be along with meeting priorities, and update the Meeting Analysis Package. Input Meeting Analysis Checklist (included in SOP) VA IT Vendor Visit Form (within Vendor Package) Vendor Capability Document (within Vendor Package) Output Meeting Analysis Package Associated Artifacts Vendor Management Office Staff Lead Director, Vendor Management Office Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info Process Activity Name: VAM-06 Complete Meeting Analysis VAM-05 Prepare Meeting Analysis Package VAM-07 Schedule Visit? Vendor Access Management 13

16 Description The Vendor Management Office (VMO) Staff Lead finalizes the Meeting Analysis Package and either schedules the visit or creates the Meeting Recommendation Report for the Director, VMO for Vendors that are declined a visit opportunity and are appealing the decision. Input Meeting Analysis Package Output Meeting Recommendation Report Updated Meeting Analysis Package Associated Artifacts Vendor Management Office Staff Lead Director, Vendor Management Office Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info Process Activity Name: VAM-07 Schedule Visit? VAM-06 Complete Meeting Analysis If "Yes": VAM-08 Schedule Vendor Visits Vendor Access Management 14

17 Or If "No": VAM-09 Vendor Appeal? Description Vendor Management Office Staff Lead schedules a visit (Yes) or does not (No) schedule a visit. Vendor Management Office Staff Lead Director, Vendor Management Office Process Activity Name: VAM-08 Schedule Vendor Visits VAM-07 Schedule Visit? Or VAM-11 Schedule Visit? Or VAM-14 Schedule Visit? VAM-16 Update Vendor Record Description The Vendor Management Office (VMO) Staff schedules visits for all approved vendors creating a meeting appointment entry in the IT Vendor Management Office (VMO) Shared Calendar. Input Meeting Recommendation Report Output IT VMO Shared Calendar Meeting Associated Artifacts Vendor Management Office Staff Vendor Access Management 15

18 Vendor Management Office Staff Lead Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info Process Activity Name: VAM-09 Vendor Appeal? VAM-07 Schedule Visit? If "Yes": VAM-10 Approve Recommendations Or If "No": Process Ends Description Vendor appeals (Yes) or does not (No) appeal. Vendor Management Office Staff Lead Director, Vendor Management Office Vendor Access Management 16

19 Process Activity Name: VAM-10 Approve Recommendations VAM-09 Vendor Appeal? VAM-11 Schedule Visit? Description The Director, Vendor Management Office (VMO) reviews the Meeting Recommendation Report and either concurs or non-concurs. If the Director, VMO concurs, then the Meeting Recommendation Report is sent to the Executive Director for final decision. Input Meeting Recommendation Report Output Updated Meeting Recommendation Report Associated Artifacts Director, Vendor Management Office Executive Director Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info Vendor Access Management 17

20 Process Activity Name: VAM-11 Schedule Visit? VAM-10 Approve Recommendations If "Yes": VAM-08 Schedule Vendor Visits Or If "No": VAM-12 Vendor Appeal? Description The Director, Vendor Management Office schedules a visit (Yes) or does not (No) schedule a visit. Director, Vendor Management Office Executive Director Process Activity Name: VAM-12 Vendor Appeal? VAM-11 Schedule Visit? If "Yes": VAM-13 Finalize Recommendations Or If "No": Process Ends Description The Vendor Appeals the decision (Yes) or does not (NO) appeal. Vendor Access Management 18

21 Director, Vendor Management Office Executive Director Process Activity Name: VAM-13 Finalize Recommendations VAM-12 Vendor Appeal? VAM-14 Schedule Visit? Description The Executive Director reviews the Meeting Recommendations Report and approves meetings recommended to include the Executive Director and those recommended to decline vendor requests. The Executive Director may direct changes to include additional attendees or decline additional meeting requests. Input Approved Meeting Recommendation Report Output Updated Approved Meeting Recommendation Report Associated Artifacts Executive Director Deputy Assistant Secretary, IT Resource Management Vendor Access Management 19

22 Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info Process Activity Name: VAM-14 Schedule Visit? VAM-13 Finalize Recommendations If "Yes": VAM-08 Schedule Vendor Visits Or If "No": VAM-15 Respond to Vendor Description The Executive Director schedules a visit (Yes) or does not (No). Executive Director Director, Vendor Management Office Process Activity Name: VAM-15 Respond to Vendor VAM-13 Finalize Recommendations VAM-16 Update Vendor Record Vendor Access Management 20

23 Description The Director, Vendor Management Office (VMO) sends a Visit Declination for those Vendors who were declined a meeting following a review and concurrence by the Executive Director. Input Meeting Recommendation Report Output Visit Declination Associated Artifacts Director, Vendor Management Office Executive Director Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info Process Activity Name: VAM-16 Update Vendor Record VAM-08 Schedule Vendor Visits Or VAM-15 Respond to Vendor Process Ends Vendor Access Management 21

24 Description The Vendor Management Office (VMO) Staff updates the Vendor Record with new information including the date, time and purpose of scheduled meetings and attendees and verifies that all information is properly recorded. The VMO Staff ensures that the reasoning for accepting or declining meetings is captured. Input Vendor Record Output Updated Vendor Record Associated Artifacts Vendor Record Vendor Management Office Staff Vendor Management Office Staff Lead Tools and Websites Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive Standards Vendor Access Management Standard Operating Procedures More Info END OF PROCESS Vendor Access Management 22