IT Asset Management. ProPath. Office of Information and Technology

Transcription

1 IT Asset Management ProPath Office of Information and Technology

2 Table of Contents IT Asset Management Process Maps... 1 Process: IT Asset Management IT Asset Management and Goals Goals IT Asset Management RACI Information IT Asset Management Process Process Activity Name: ITAM-1 Acquire IT Assets Process Activity Name: ITAM-1-DEC01 National Buy? Process Activity Name: ITAM-1-DEC02 Regional Buy? Process Activity Name: ITAM 1.1 National Buys Process Activity Name: ITAM-1.1-DEC01 Special Funding? Process Activity Name: ITAM-1.1-DEC02 Input Required? Process Activity Name: ITAM-1.1-DEC03 Life Cycle? Process Activity Name: ITAM Analyze Inventory by Functionality and Compatibility Process Activity Name: ITAM Validate Refresh Data Process Activity Name: ITAM Analyze Data at National Level Process Activity Name: ITAM Submit ITARS Request Process Activity Name: ITAM Make Budget Decision Process Activity Name: ITAM DEC01 Continue? Process Activity Name: ITAM Define Specifications for Equipment Process Activity Name: ITAM Define ITAM/Logistic Requirements within PWS Process Activity Name: ITAM Execute Procurement Process Activity Name: ITAM Communicate Asset Management Purchase to the Field Process Activity Name: ITAM-1.2 Regional Buys (Activations) Process Activity Name: ITAM-1.2-DEC01 Special Funding Process Activity Name: ITAM Identify New Activation Projects Process Activity Name: ITAM Determine Activation Scope Process Activity Name: ITAM Open Activation Request Process Activity Name: ITAM Notify Regional Activation Team Process Activity Name: ITAM Submit ITARS Request Process Activity Name: ITAM Review Specifications for Equipment Process Activity Name: ITAM Submit Request to Purchase Process Activity Name: ITAM Refine Order i

3 Process Activity Name: ITAM Define Procurement / Delivery Requirements Process Activity Name: ITAM Refine Network Design Process Activity Name: ITAM Refine Wireless Network Process Activity Name: ITAM Refine Telephone System Process Activity Name: ITAM Refine Server Order Process Activity Name: ITAM Refine PC Order Process Activity Name: ITAM Refine Printer & Scanner Order Process Activity Name: ITAM Refine Laptop Order Process Activity Name: ITAM Refine Content Delivery Engine Process Activity Name: ITAM Refine Telecommunication Requirements Process Activity Name: ITAM Communicate Asset Management Purchase to the Field Process Activity Name: ITAM-1.3 Local Procurement Purchases Process Activity Name: ITAM Gather Business Line Requirements Process Activity Name: ITAM DEC01 Special Funding? Process Activity Name: ITAM DEC02 Activation? Process Activity Name: ITAM Execute Special Funding Process Activity Name: ITAM Prioritize Projects Process Activity Name: ITAM Determine Procurement Plan Process Activity Name: ITAM DEC01 Facility Buy? Process Activity Name: ITAM Identify Funded Facility Requirements Process Activity Name: ITAM Identify Funded SLM Requirements Process Activity Name: ITAM Submit ITARS Request Process Activity Name: ITAM DEC01 ITARS Approved? Process Activity Name: ITAM Create and Submit IFCAP Process Activity Name: ITAM Approve ICAP Process Activity Name: ITAM DEC01 Approve? Process Activity Name: ITAM Submit IFCAP 2237 to Purchasing Process Activity Name: ITAM Execute Break - Fix Process Activity Name: ITAM Develop Activation Projects Process Activity Name: ITAM Identify Local Projects Process Activity Name: ITAM Solicit Local VA Leadership Input Process Activity Name: ITAM Provide Feedback Process Activity Name: ITAM Determine Activation Meets Requirements Definition Process Activity Name: ITAM DEC01 Activations? ii

4 Process Activity Name: ITAM-2 Deploy and Manage IT Assets Process Activity Name: ITAM-2.1 Receive Notification of Incoming Shipment Process Activity Name: ITAM Notify Logistics of Pending Shipments. 90 Process Activity Name: ITAM Resolve Split Delivery Dates Process Activity Name: ITAM-2.2 Manage Receipt of Assets in Logistics Process Activity Name: ITAM-2.2-DEC01 Hold in Logistics Process Activity Name: ITAM Verify Invoice and Equipment Process Activity Name: ITAM Identify Components Process Activity Name: ITAM Identify and Record Serial Numbers Process Activity Name: ITAM Produce NX Catalog Validation Report.. 96 Process Activity Name: ITAM Count Assets to Match Receiving Documents Process Activity Name: ITAM Notify GIP of Consumables Process Activity Name: ITAM Prepare Barcode Label Process Activity Name: ITAM Validate Barcode Label Process Activity Name: ITAM Crosscheck Barcode Label to Equipment Process Activity Name: ITAM-2.3 Manage Assets in Storage Process Activity Name: ITAM Receive Equipment from Logistics Process Activity Name: ITAM Obtain Secure Storage Space Process Activity Name: ITAM Limit Access to Storerooms Process Activity Name: ITAM Scan Equipment Into Storage Process Activity Name: ITAM Perform Periodic Inventory Scans Process Activity Name: ITAM Prepare Deployment Plan Process Activity Name: ITAM-2.4 Prepare Assets for Deployment Process Activity Name: ITAM Scan for Deployment to Staging Area. 108 Process Activity Name: ITAM Validate Updated Location Process Activity Name: ITAM-2.5 Manage Deployed Assets Process Activity Name: ITAM Remove Assets from Storage Process Activity Name: ITAM Update Location Records Process Activity Name: ITAM DEC01 Mobile / Loaned Equipment? Process Activity Name: ITAM Obtain End-User Signature Process Activity Name: ITAM Deploy Asset Process Activity Name: ITAM-3 Monitor IT Assets Process Activity Name: ITAM-3.1 Verify Inventory Data Records Process Activity Name: ITAM-3.2 Monitor Inventory Process Process Activity Name: ITAM Prepare Inventory Schedule Process Activity Name: ITAM Conduct Annual Inventory Scans iii

5 Process Activity Name: ITAM-3.3 Track Movement of Non-Expendable Assets Process Activity Name: ITAM-3.4 Receive Notification of Annual Inventory Process Activity Name: ITAM-3.5 Perform Annual Inventory Reconciliation Process Activity Name: ITAM Produce Exception Listing Process Activity Name: ITAM Reconcile Exception Listing Process Activity Name: ITAM Perform Annual Inventory Process Activity Name: ITAM DEC01 Missing Equipment? Process Activity Name: ITAM Generate Report of Survey Form Process Activity Name: ITAM Submit EIL Process Activity Name: ITAM Perform 5% Verification Process Activity Name: ITAM-3.6 Monitor Perpetual Inventory Process Process Activity Name: ITAM-4 Dispose IT Assets Process Activity Name: ITAM-4.1 Prepare Equipment for Turn-In Process Activity Name: ITAM-4.1-DEC01 Electronic Media Process Activity Name: ITAM-4.2 Sanitize Equipment Process Activity Name: ITAM-4.3 Submit Electronic Turn-In Request Process Activity Name: ITAM-4.4 Validate Turn-In Date Process Activity Name: ITAM-4.5 Coordinate Transfer to Logistics Process Activity Name: ITAM-4-6 Remove Equipment from EIL iv

6 IT Asset Management Process Maps Information Technology Asset Management Facility Chief Information Officer ITAM-1 Acquire IT Assets home overview goals raci help IT Asset Manager ITAM-3 Monitor IT Assets ITAM-4 Dispose IT Assets Logistics Staff ITAM-2 Deploy and Manage IT Assets The links in this process map are inactive. Please scroll to view activity data. 1

7 Information Technology Asset Management: ITAM-1 Acquire IT Assets home proc ess goals raci ITAM 1.1 National Buys Facility Chief Information Officer Yes National Buy? No Regional Buy? No Yes ITAM-1.2 Regional Buys (Activations) ITAM-1.3 Local Procurement Purchases The links in this process map are inactive. Please scroll to view activity data. 2

8 Information Technology Asset Management: ITAM-1.1 National Buys home proc ess overview back raci help Project Manager ITAM Analyze Data at National Level ITAM Submit ITARS Request ITAM Make Budget Decision No Continue? Yes ITAM Communicate Asset Management Purchase to the Field Integrated Product Team ITAM Define Specifications for Equipment ITAM Define ITAM/Logistic Requirements within PWS To: ACQL Acquisition Life Cycle From: ACQL Acquisition Life Cycle ITAM Execute Procurement Regional Director ITAM Validate Refresh Data Facility Chief Information Officer Special Funding? Yes No No Input Required? Yes No Life Cycle? Yes ITAM Analyze Inventory by Functionality and Compatibility To: ITAM Execute Special Funding The links in this process map are inactive. Please scroll to view activity data. 3

9 Information Technology Asset Management: ITAM-1.2 Regional Buys (Activations) Regional Acquisition Team ITAM Submit Request to Purchase To: ACQL Acquisition Life Cycle From: ACQL Acquisition Life Cycle ITAM Refine Order home proc ess back goals ITAM Communicate Asset Management Purchase to the Field raci Integrated Product Team ITAM Review Specifications for Equipment Facility Chief Information Officer No Special Funding? Yes ITAM Identify New Activation Projects ITAM Determine Activation Scope To: ITAM Execute Special Funding ITAM Submit ITARS Request ITAM Notify Regional Acquisition Team ITAM Open Activation Request To: ITAM-2 Deploy and Manage IT Assets The links in this process map are inactive. Please scroll to view activity data. 4

10 Information Technology Asset Management: ITAM Refine Order home proc ess back goals raci ITAM Refine Network Design ITAM Refine Server Order ITAM Refine Laptop Order Regional Acquisition Team ITAM Define Procurement / Delivery Requirements ITAM Refine Wireless Network ITAM Refine Telephone System ITAM Refine PC Order ITAM Refine Printer & Scanner Order ITAM Refine Content Delivery Engine ITAM Refine Telecommunication Requirements The links in this process map are inactive. Please scroll to view activity data. 5

11 Information Technology Asset Management: ITAM-1.3 Local Procurement Purchases home proc ess back goals raci ITAM Execute Special Funding Facility Chief Information Officer ITAM Gather Business Line Requirements Yes Special Funding? No Activation? Yes No ITAM Execute Break - Fix ITAM Develop Activation Projects The links in this process map are inactive. Please scroll to view activity data. 6

12 Information Technology Asset Management: ITAM Execute Special Funding Regional Director ITAM Determine Procurement Plan Facility Buy? Yes ITAM Identify Funded Facility Requirements No ITAM Identify Funded SLM Requirements home proc ess back overview raci help Approving Official ITAM Approve ICAP 2237 Approve? No Yes Regional Acquisition Team ITAM Create and Submit IFCAP 2237 Yes ITARS Approved? ITAM Submit IFCAP 2237 to Purchasing No Facility Chief Information Officer ITAM Prioritize Projects ITAM Submit ITARS Request From: ITARS Information Technology Acquisition Request System To: ITARS Information Technology Acquisition Request System To: PUR Purchase From: PUR Purchase The links in this process map are inactive. Please scroll to view activity data. 7

13 Information Technology Asset Management: ITAM Develop Activation Projects Facility Chief Information Officer ITAM Identify Local Projects ITAM Solicit Local VA Leadership Input home proc ess back goals raci IT Asset Manager ITAM Determine Activation Meets Requirements Definition Yes Activations? No To: ITAM 1.2 Regional Buys (Activations) To: ITAM Execute Special Funding Local VA Leadership ITAM Provide Feedback The links in this process map are inactive. Please scroll to view activity data. 8

14 Information Technology Asset Management: ITAM-2 Deploy and Manage IT Assets Facility Chief Information Officer ITAM-2.1 Receive Notification of Incoming Shipments home proc ess goals raci IT Asset Manager ITAM-2.3 Manage Assets in Storage ITAM-2.4 Prepare Assets for Deployment IT Staff ITAM-2.5 Manage Deployed Assets Logistics Staff ITAM-2.2 Manage Receipt of Assets in Logistics No Hold in Logistics? Yes The links in this process map are inactive. Please scroll to view activity data. 9

15 Information Technology Asset Management: ITAM-2.1 Receive Notification of Incoming Shipments home proc ess back goals raci Facility Chief Information Officer ITAM Notify Logistics of Pending Shipments IT Asset Manager ITAM Resolve Split Delivery Dates The links in this process map are inactive. Please scroll to view activity data. 10

16 Information Technology Asset Management: ITAM-2.2 Manage Receipt of Assets in Logistics home proc ess back goals raci IT Asset Manager ITAM Notify GIP of Consumables ITAM Crosscheck Barcode Label to Equipment Logistics Staff ITAM Identify Components ITAM Verify Invoice and Equipment ITAM Identify and Record Serial Numbers ITAM Produce NX Catalog Validation Report ITAM Count Assets to Match Receiving Documents ITAM Prepare Barcode Label ITAM Validate Barcode Label The links in this process map are inactive. Please scroll to view activity data. 11

17 Information Technology Asset Management: ITAM-2.3 Manage Assets in Storage Facility Chief Information Officer ITAM Obtain Secure Storage Space home proc ess back goals ITAM Prepare Deployment Plan raci IT Asset Manager ITAM Limit Access to Storerooms ITAM Perform Periodic Inventory Scans IT Staff ITAM Receive Equipment from Logistics ITAM Scan Equipment Into Storage The links in this process map are inactive. Please scroll to view activity data. 12

18 Information Technology Asset Management: ITAM-2.4 Prepare Assets for Deployment home proc ess back goals raci IT Asset Manager ITAM Scan for Deployment to Staging Area ITAM Validate Updated Location The links in this process map are inactive. Please scroll to view activity data. 13

19 Information Technology Asset Management: ITAM-2.5 Manage Deployed Assets home proc ess back overview raci help IT Staff ITAM Obtain End-User Signature ITAM Deploy Asset Yes ITAM Update Location Records Mobile/ Loaned Equipment? No Logistics Staff ITAM Remove Assets from Storage The links in this process map are inactive. Please scroll to view activity data. 14

20 Information Technology Asset Management: ITAM-3 Monitor IT Assets Facility Chief Information Officer ITAM-3.4 Receive Notification of Annual Inventory home proc ess goals raci IT Asset Manager ITAM-3.2 Monitor Inventory Process ITAM-3.6 Monitor Perpetual Inventory Process Logistics Staff ITAM-3.1 Verify Inventory Data Records ITAM-3.5 Perform Annual Inventory Reconciliation IT Staff ITAM-3.3 Track Movement of Non- Expendable Assets The links in this process map are inactive. Please scroll to view activity data. 15

21 Information Technology Asset Management: ITAM-3.2 Monitor Inventory Process home proc ess back goals raci IT Asset Manager ITAM Prepare Inventory Schedule ITAM Conduct Annual Inventory Scans The links in this process map are inactive. Please scroll to view activity data. 16

22 Information Technology Asset Management: ITAM-3.5 Perform Annual Inventory Reconciliation Facility Chief Information Officer home proc ess back overview raci ITAM Submit Equipment Inventory List help IT Asset Manager ITAM Reconcile Exception Listing ITAM Perform Annual Inventory Missing Equipment? No Yes ITAM Generate Report of Survey Form Logistics Staff ITAM Produce Exception Listing ITAM Reconcile Equipment Inventory Listing ITAM Perform 5% Verification The links in this process map are inactive. Please scroll to view activity data. 17

23 Information Technology Asset Management: ITAM-4 Dispose IT Assets home proc ess overview raci help IT Staff ITAM-4.2 Sanitize Equipment IT Asset Manager ITAM-4.1 Prepare Equipment for Turn-In Yes Electronic Media? No ITAM-4.3 Submit Electronic Turn-In Request ITAM-4.4 Validate Turn-In Date ITAM-4.5 Coordinate Transfer to Logistics Logistics Staff ITAM-4.6 Remove Equipment from EIL The links in this process map are inactive. Please scroll to view activity data. 18

24 Process: IT Asset Management Overview: The process map for IT Asset Management cycles through the following process and review activities: ITAM-1 Acquire IT Assets ITAM-1-DEC01 National Buy? ITAM-1-DEC02 Regional Buy? ITAM 1.1 National Buys ITAM-1.1-DEC01 Special Funding? ITAM-1.1-DEC02 Input Required? ITAM-1.1-DEC03 Life Cycle? ITAM Analyze Inventory by Functionality and Compatibility ITAM Validate Refresh Data ITAM Analyze Data at National Level ITAM Submit ITARS Request ITAM Make Budget Decision ITAM DEC01 Continue? ITAM Define Specifications for Equipment ITAM Define ITAM/Logistic Requirements within PWS ITAM Execute Procurement ITAM Communicate Asset Management Purchase to the Field ITAM-1.2 Regional Buys (Activations) ITAM-1.2-DEC01 Special Funding ITAM Identify New Activation Projects ITAM Determine Activation Scope ITAM Open Activation Request ITAM Notify Regional Activation Team ITAM Submit ITARS Request ITAM Review Specifications for Equipment ITAM Submit Request to Purchase ITAM Refine Order ITAM Define Procurement / Delivery Requirements ITAM Refine Network Design ITAM Refine Wireless Network ITAM Refine Telephone System ITAM Refine Server Order ITAM Refine PC Order ITAM Refine Printer & Scanner Order ITAM Refine Laptop Order ITAM Refine Content Delivery Engine ITAM Refine Telecommunication Requirements ITAM Communicate Asset Management Purchase to the Field ITAM-1.3 Local Procurement Purchases ITAM Gather Business Line Requirements ITAM DEC01 Special Funding? ITAM DEC02 Activation? 19

25 ITAM Execute Special Funding ITAM Prioritize Projects ITAM Determine Procurement Plan ITAM DEC01 Facility Buy? ITAM Identify Funded Facility Requirements ITAM Identify Funded SLM Requirements ITAM Submit ITARS Request ITAM DEC01 ITARS Approved? ITAM Create and Submit IFCAP 2237 ITAM Approve ICAP 2237 ITAM DEC01 Approve? ITAM Submit IFCAP 2237 to Purchasing ITAM Execute Break - Fix ITAM Develop Activation Projects ITAM Identify Local Projects ITAM Solicit Local VA Leadership Input ITAM Provide Feedback ITAM Determine Activation Meets Requirements Definition ITAM DEC01 Activations? ITAM-2 Deploy and Manage IT Assets ITAM-2.1 Receive Notification of Incoming Shipment ITAM Notify Logistics of Pending Shipments ITAM Resolve Split Delivery Dates ITAM-2.2 Manage Receipt of Assets in Logistics ITAM-2.2-DEC01 Hold in Logistics ITAM Verify Invoice and Equipment ITAM Identify Components ITAM Identify and Record Serial Numbers ITAM Produce NX Catalog Validation Report ITAM Count Assets to Match Receiving Documents ITAM Notify GIP of Consumables ITAM Prepare Barcode Label ITAM Validate Barcode Label ITAM Crosscheck Barcode Label to Equipment ITAM-2.3 Manage Assets in Storage ITAM Receive Equipment from Logistics ITAM Obtain Secure Storage Space ITAM Limit Access to Storerooms ITAM Scan Equipment Into Storage ITAM Perform Periodic Inventory Scans ITAM Prepare Deployment Plan ITAM-2.4 Prepare Assets for Deployment ITAM Scan for Deployment to Staging Area ITAM Validate Updated Location ITAM-2.5 Manage Deployed Assets ITAM Remove Assets from Storage 20

26 ITAM Update Location Records ITAM DEC01 Mobile / Loaned Equipment? ITAM Obtain End-User Signature ITAM Deploy Asset ITAM-3 Monitor IT Assets ITAM-3.1 Verify Inventory Data Records ITAM-3.2 Monitor Inventory Process ITAM Prepare Inventory Schedule ITAM Conduct Annual Inventory Scans ITAM-3.3 Track Movement of Non-Expendable Assets ITAM-3.4 Receive Notification of Annual Inventory ITAM-3.5 Perform Annual Inventory Reconciliation ITAM Produce Exception Listing ITAM Reconcile Exception Listing ITAM Perform Annual Inventory ITAM DEC01 Missing Equipment? ITAM Generate Report of Survey Form ITAM Submit EIL ITAM Perform 5% Verification ITAM-3.6 Monitor Perpetual Inventory Process ITAM-4 Dispose IT Assets ITAM-4.1 Prepare Equipment for Turn-In ITAM-4.1-DEC01 Electronic Media ITAM-4.2 Sanitize Equipment ITAM-4.3 Submit Electronic Turn-In Request ITAM-4.4 Validate Turn-In Date ITAM-4.5 Coordinate Transfer to Logistics ITAM-4-6 Remove Equipment from EIL 21

27 IT Asset Management and Goals This process defines the best in class methodology for deploying and tracking Information Technology equipment that maximizes the value of VA assets while improving inventory accuracy and reducing cost. Goals The goal of the Information Technology Asset Management (ITAM) process is to define the best in class methodology for acquiring, deploying and tracking equipment that maximizes the value of VA assets while improving inventory accuracy and reducing cost. Specifically the process: - Provides a clear and concise standard process from acquisition to disposal - Conforms to applicable Federal and VA policies and directives - Utilizes industry best practices adapted to the VA environment - Captures and integrates needed technical and financial information - Drives the organization to adopt the same standard process at every VA location - Utilizes applicable metrics to drive continuous improvement 22

28 IT Asset Management RACI Information The following describes the RACI information for this process: ITAM Analyze Inventory by Functionality and Compatibility : Facility Chief Information Officer Accountable Role: Technology Management ITAM Validate Refresh Data : Regional Director Accountable Role: Technology Management ITAM Analyze Data at National Level : Project Manager Accountable Role: VISN Chief Information Officer ITAM Submit ITARS Request : Project Manager Accountable Role: VISN Chief Information Officer ITAM Make Budget Decision : Project Manager Accountable Role: VISN Chief Information Officer ITAM Define Specifications for Equipment : Integrated Product Team Accountable Role: Technology Management 23

29 ITAM Define ITAM/Logistic Requirements within PWS : Integrated Product Team Accountable Role: Facility Chief Information Officer Consulted Role: Logistics Staff ITAM Execute Procurement : Integrated Product Team Accountable Role: Technology Management ITAM Communicate Asset Management Purchase to the Field : Project Manager Accountable Role: VISN Chief Information Officer ITAM Identify New Activation Projects : Facility Chief Information Officer Accountable Role: Regional Director ITAM Determine Activation Scope : Facility Chief Information Officer Accountable Role: Regional Director ITAM Open Activation Request : Facility Chief Information Officer Accountable Role: Regional Director ITAM Notify Regional Activation Team : Facility Chief Information Officer Accountable Role: Regional Director 24

30 Informed Role: Integrated Product Team ITAM Submit ITARS Request : Facility Chief Information Officer Accountable Role: Regional Director ITAM Review Specifications for Equipment : Integrated Product Team Accountable Role: Facility Chief Information Officer Informed Role: Regional Acquisition Team ITAM Submit Request to Purchase : Regional Acquisition Team Accountable Role: Regional Director ITAM Define Procurement / Delivery Requirements : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Network Design : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Wireless Network : Regional Acquisition Team Accountable Role: Regional Director 25

31 Informed Role: Facility Chief Information Officer ITAM Refine Telephone System : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Server Order : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine PC Order : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Printer & Scanner Order : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Laptop Order : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Content Delivery Engine 26

32 : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Refine Telecommunication Requirements : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Communicate Asset Management Purchase to the Field : Regional Acquisition Team Accountable Role: VISN Chief Information Officer ITAM Gather Business Line Requirements : Facility Chief Information Officer Accountable Role: VISN Chief Information Officer ITAM Prioritize Projects : Facility Chief Information Officer Accountable Role: Regional Director ITAM Determine Procurement Plan : Regional Director Accountable Role: VISN Chief Information Officer ITAM Identify Funded Facility Requirements : Regional Director Accountable Role: VISN Chief Information Officer 27

33 ITAM Identify Funded SLM Requirements : Regional Director Accountable Role: VISN Chief Information Officer ITAM Submit ITARS Request : Facility Chief Information Officer Accountable Role: Regional Director ITAM Create and Submit IFCAP 2237 : Regional Acquisition Team Accountable Role: Regional Director Consulted Role: Facility Chief Information Officer ITAM Approve ICAP 2237 : Approving Official Accountable Role: Regional Director Informed Role: Facility Chief Information Officer ITAM Submit IFCAP 2237 to Purchasing : Regional Acquisition Team Accountable Role: Regional Director Informed Role: Approving Official ITAM Execute Break - Fix : Facility Chief Information Officer Accountable Role: VISN Chief Information Officer Consulted Role: Technology Management 28

34 ITAM Identify Local Projects : Facility Chief Information Officer Accountable Role: VISN Chief Information Officer ITAM Solicit Local VA Leadership Input : Facility Chief Information Officer Accountable Role: VISN Chief Information Officer ITAM Provide Feedback : Local VA Leadership Accountable Role: Facility Chief Information Officer ITAM Determine Activation Meets Requirements Definition : Facility Chief Information Officer Accountable Role: Deputy Assistant Secretary/Deputy Chief Information Officer ITAM Notify Logistics of Pending Shipments : Facility Chief Information Officer Accountable Role: IT Asset Manager Informed Role: IT Staff, Logistics Officer, Logistics Staff ITAM Resolve Split Delivery Dates : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Logistics Officer, Logistics Staff, IT Staff ITAM Verify Invoice and Equipment 29

35 : Logistics Staff Accountable Role: IT Asset Manager Consulted Role: IT Staff Informed Role: Facility Chief Information Officer, Logistics Officer ITAM Identify Components : Logistics Staff Accountable Role: IT Asset Manager Consulted Role: IT Staff Informed Role: Facility Chief Information Officer, Logistics Staff ITAM Identify and Record Serial Numbers : Logistics Staff Accountable Role: IT Asset Manager Consulted Role: IT Staff Informed Role: Logistics Officer, Facility Chief Information Officer ITAM Produce NX Catalog Validation Report : Logistics Staff Accountable Role: IT Asset Manager Consulted Role: IT Staff Informed Role: Logistics Officer, Facility Chief Information Officer ITAM Count Assets to Match Receiving Documents : Logistics Staff Accountable Role: IT Asset Manager Consulted Role: IT Staff Informed Role: Logistics Officer, Facility Chief Information Officer 30

36 ITAM Notify GIP of Consumables : IT Asset Manager Accountable Role: Facility Chief Information Officer Consulted Role: IT Staff Informed Role: Logistics Officer, Logistics Staff ITAM Prepare Barcode Label : Logistics Staff Accountable Role: IT Asset Manager Informed Role: IT Staff, Logistics Officer, Facility Chief Information Officer ITAM Validate Barcode Label : Logistics Staff Accountable Role: IT Asset Manager Informed Role: IT Staff, Logistics Officer, Facility Chief Information Officer ITAM Crosscheck Barcode Label to Equipment : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Logistics Staff, IT Staff, Logistics Officer ITAM Receive Equipment from Logistics : IT Staff Accountable Role: IT Asset Manager Informed Role: Logistics Officer, Logistics Staff, Facility Chief Information Officer ITAM Obtain Secure Storage Space : Facility Chief Information Officer 31

37 Accountable Role: IT Asset Manager Consulted Role: IT Staff Informed Role: Law Enforcement, Logistics Officer, Logistics Staff, Information Security Officer ITAM Limit Access to Storerooms : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Law Enforcement, IT Staff, Information Security Officer ITAM Scan Equipment Into Storage : IT Staff Accountable Role: IT Asset Manager ITAM Perform Periodic Inventory Scans : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: IT Staff ITAM Prepare Deployment Plan : Facility Chief Information Officer Accountable Role: IT Asset Manager Informed Role: IT Staff, Logistics Officer ITAM Scan for Deployment to Staging Area : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: IT Staff 32

38 ITAM Validate Updated Location : IT Asset Manager Accountable Role: Facility Chief Information Officer Consulted Role: IT Staff ITAM Remove Assets from Storage : Logistics Staff Accountable Role: IT Asset Manager Informed Role: IT Staff, Logistics Officer, Facility Chief Information Officer ITAM Update Location Records : IT Staff Accountable Role: IT Asset Manager Informed Role: Logistics Officer, Logistics Staff, Facility Chief Information Officer ITAM Obtain End-User Signature : IT Staff Accountable Role: Facility Chief Information Officer Informed Role: IT Asset Manager ITAM Deploy Asset : IT Staff Accountable Role: IT Asset Manager Informed Role: Facility Chief Information Officer ITAM-3.1 Verify Inventory Data Records : Logistics Staff Accountable Role: Facility Chief Information Officer 33

39 Informed Role: IT Staff, IT Asset Manager, Logistics Officer ITAM Prepare Inventory Schedule : IT Asset Manager Accountable Role: Facility Chief Information Officer Consulted Role: Logistics Staff Informed Role: IT Staff, Logistics Officer ITAM Conduct Annual Inventory Scans : IT Asset Manager Accountable Role: Facility Chief Information Officer Consulted Role: Logistics Staff Informed Role: IT Staff, Logistics Officer ITAM-3.3 Track Movement of Non-Expendable Assets : IT Staff Accountable Role: IT Asset Manager Consulted Role: Logistics Staff Informed Role: Logistics Officer, Facility Chief Information Officer ITAM-3.4 Receive Notification of Annual Inventory : IT Custodial Officer Accountable Role: VISN Chief Information Officer ITAM Produce Exception Listing : Logistics Staff Accountable Role: Facility Chief Information Officer Consulted Role: IT Staff Informed Role: IT Asset Manager, Logistics Officer 34

40 ITAM Reconcile Exception Listing : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Logistics Officer, Logistics Staff, IT Staff ITAM Perform Annual Inventory : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: IT Staff ITAM Generate Report of Survey Form : IT Asset Manager Accountable Role: Facility Chief Information Officer Consulted Role: Logistics Staff Informed Role: Law Enforcement, IT Staff, Logistics Officer, Information Security Officer ITAM Submit EIL : Facility Chief Information Officer Accountable Role: IT Asset Manager Informed Role: Law Enforcement, Logistics Officer, Logistics Staff, IT Staff, Information Security Officer ITAM Perform 5% Verification : Logistics Staff Accountable Role: Logistics Officer Consulted Role: Facility Chief Information Officer Informed Role: IT Staff, IT Asset Manager 35

41 ITAM-3.6 Monitor Perpetual Inventory Process : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Logistics Staff, IT Staff, Information Security Officer ITAM-4.1 Prepare Equipment for Turn-In : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Logistics Staff, IT Staff, Information Security Officer ITAM-4.2 Sanitize Equipment : IT Staff Accountable Role: Facility Chief Information Officer Consulted Role: Information Security Officer, 508 Reviewer Informed Role: Logistics Officer, Logistics Staff, IT Asset Manager ITAM-4.3 Submit Electronic Turn-In Request : IT Asset Manager Accountable Role: Facility Chief Information Officer Consulted Role: 508 Reviewer Informed Role: Logistics Officer, Logistics Staff, IT Staff ITAM-4.4 Validate Turn-In Date : IT Asset Manager Accountable Role: Logistics Staff Informed Role: IT Staff, Logistics Officer, Facility Chief Information Officer ITAM-4.5 Coordinate Transfer to Logistics 36

42 : IT Asset Manager Accountable Role: Facility Chief Information Officer Informed Role: Logistics Officer, Logistics Staff, IT Staff ITAM-4-6 Remove Equipment from EIL : Logistics Staff Accountable Role: IT Asset Manager Informed Role: IT Staff, Logistics Officer, Information Security Officer, Facility Chief Information Officer 37

43 IT Asset Management Process Process Activity Name: ITAM-1 Acquire IT Assets None ITAM-2 Deploy and Manage IT Assets The sub-process ITAM-1 Acquire IT Assets cycles through the following dependent activities: - ITAM-1.1 National Buys - ITAM-1.2 Regional Buys (Activations) - ITAM-1.3 Local Procurement Purchases Process Activity Name: ITAM-1-DEC01 National Buy? None If yes, ITAM 1.1 National Buys Or If no, ITAM-1-DEC02 Regional Buy? There is a decision dependency that determines the next activity to complete. If this is a National Buy the next activity to complete is ITAM-1.1 National Buy. If this is not a National Buy proceed to the next decision dependency to determine the next step to complete. Facility Chief Information Officer Process Activity Name: ITAM-1-DEC02 Regional Buy? ITAM-1-DEC01 National Buy? If Yes, ITAM-1.2 Regional Buys (Activations) Or 38

44 If No, ITAM-1.3 Local Procurement Purchases There is a decision dependency that determines the next activity to complete. If this is a Regional Buy the next activity to complete is ITAM-1.2 Regional Buys (Activations) If this is not a Regional Buy the next activity to complete is ITAM-1.3 Local Procurement Purchases. Facility Chief Information Officer Process Activity Name: ITAM 1.1 National Buys ITAM-1-DEC01 National Buy? ITAM-2 Deploy and Manage IT Assets The sub-process ITAM-1.1 National Buys cycles through the following dependent activities: - ITAM Analyze Inventory by Functionality and Compatibility - ITAM Validate Refresh Data - ITAM Analyze Data at National Level - ITAM Submit ITARS Request - ITAM Make Budget Decision - ITAM Define Specifications for Equipment - ITAM Define ITAM/Logistic Requirements within PWS - ITAM Execute Procurement - ITAM Communicate Asset Management Purchase to the Field Process Activity Name: ITAM-1.1-DEC01 Special Funding? ITAM-1-DEC01 National Buy? If yes, ITAM Execute Special Funding Or If no, ITAM-1.1-DEC02 Input Required? 39

45 There is a decision dependency that determines the next activity to complete. If this is a Special Funding purchase the next activity to complete is ITAM Execute Special Funding. If this is not a Special Funding purchase proceed to the next decision dependency to determine the next activity to complete. Facility Chief Information Officer Process Activity Name: ITAM-1.1-DEC02 Input Required? ITAM-1.1-DEC01 Special Funding? If yes, ITAM-1.1-DEC03 Life Cycle Or If no, ITAM Analyze Data at National Level There is a decisions dependency that determines the next activity to complete. If additional input is required proceed to the next decision dependency to determine the next activity to complete. If additional input is not required the next activity to complete is ITAM Analyze Data at National Level. Facility Chief Information Officer Process Activity Name: ITAM-1.1-DEC03 Life Cycle? ITAM-1.1-DEC02 Input Required? If yes, ITAM Analyze Inventory by Functionality and Compatibility Or If no, ITAM Analyze Data at National Level There is a decision dependency that determines the next activity to complete. 40

46 If this is a life cycle purchase the next activity to complete is ITAM Analyze Inventory by Functionality and Compatibility If this is not a life cycle purchase the next activity to complete is ITAM Analyze Data at National Level Facility Chief Information Officer Process Activity Name: ITAM Analyze Inventory by Functionality and Compatibility DEC-1.1-DEC03 Life Cycle? ITAM Validate Refresh Data The Facility Chief Information Officer analyzes inventory by commodity type to determine assets suitable for refresh based on functionality and use status, (Operating System (OS) Compatibility, Ram, and Disk Space). Automated Engineering Management System/Medical Equipment Report System Data Facility Strategic Plan OIT Strategic Plan VA Strategic Plan Visibility Tools i.e. (System Center Configuration Manager (SCCM) and Tivoli Endpoint Manager (TEM)) Spreadsheet containing assets meeting refresh criteria Facility Chief Information Officer Automated Engineering Management System/Medical Equipment Report System Extract Report VA Capital Assessment Process VA IT Inventory Compliance (IIC) Portal VA IT Inventory Control Knowledge Center 41

47 Federal Acquisition Regulation (FAR) VA Acquisition Regulation (VAAR) Refresh buys are designed to replace equipment that is non-functional, that is not fully optimized, or incompatible with the VA baseline configurations. Process Activity Name: ITAM Validate Refresh Data ITAM Analyze Inventory by Functionality and Compatibility ITAM Analyze Data at National Level The Regional Director validates the refresh data provided by the Facility Chief Information Officer. Facility Strategic Plan Spreadsheet containing assets meeting refresh criteria VA Strategic Plan Visibility Tools (i.e. System Center Configuration Manager (SCCM) and Tivoli Endpoint Manager (TEM)) Validated Spreadsheet containing assets meeting refresh criteria Regional Director VA Capital Assessment Process VA IT Inventory Control Knowledge Center Federal Acquisition Regulation (FAR) VA Acquisition Regulation (VAAR) 42

48 None Listed Process Activity Name: ITAM Analyze Data at National Level ITAM-1.1-DEC02 Input Required? Or ITAM-1.1-DEC03 Life Cycle? Or ITAM Validate Refresh Data ITAM Submit ITARS Request The Project Manager, or designated Business Owner, analyzes the Data for National Purchases for both Life Cycle and all other purchases being recommended and produces the Capital Asset Planning Survey. Automated Engineering Management System/Medical Equipment Report System Data by CSN Current Capital Asset Planning Survey Facility Strategic Plan System Center Configuration Manager SCCM Data (Microsoft Asset Management Tool) VA Strategic Plan Capital Asset Planning Survey Project Manager VA Capital Assessment Process Federal Acquisition Regulation (FAR) VA Acquisition Regulation (VAAR) 43

49 Replacement equipment should not be based only on age, but also on functionality and compatibility with approved tools and software. Process Activity Name: ITAM Submit ITARS Request ITAM Analyze Data at National Level ITAM Make Budget Decision The Project Manager, or designated Business Owner, submits the Information Technology Acquisition Request System (ITARS). Budget Integrated Product Team Budget Data ITARS Request Project Manager Information Technology Acquisition Request System (ITARS) One-VA Technical Reference Model Federal Acquisition Regulation (FAR) VA Acquisition Regulation (VAAR) The Technology Management group is not the only office who submits ITARS requests. The One-VA Technical Reference Model is used for key equipment specifications for the ITARS Request. Process Activity Name: ITAM Make Budget Decision ITAM Submit ITARS Request 44

50 ITAM DEC01 Continue? The Project Manager, or designated Business Owner, makes a budget decision to continue or to end at this point if the decision is made that the budget does not support the acquisition. If the decision is to continue the Project Manager forms an Integrated Product Team of Subject Matter Experts to work on the process of defining equipment Requirements. Analyzed Capital Asset Planning Survey Budget Integrated Product Team Budget Data Updated Budget Project Manager VA Capital Assessment Process Federal Acquisition Regulation (FAR) VA Acquisition Regulation (VAAR) None Listed Process Activity Name: ITAM DEC01 Continue? ITAM Make Budget Decision If yes, the following activities are completed concurrently: - ITAM Define Specifications for Equipment - ITAM Define ITAM/Logistic Requirements within PWS Or If no, the process ends. 45

51 There is a dependency that determines the next activity to complete. If the Project Manager makes the Budget Decision to continue the next activities are completed concurrently: - ITAM Define Specifications for Equipment - ITAM Define ITAM/Logistic Requirements within PWS If the Project Manager makes the Budget Decision to not continue the process ends. Project Manager Process Activity Name: ITAM Define Specifications for Equipment This activity is completed concurrently with the following activity: - ITAM Define ITAM/Logistic Requirements within PWS ITAM DEC01 Continue? The following activities are completed concurrently: - Information Technology Acquisition Request System - Contract Services Support - Purchase The Integrated Product Team uses the One VA Technical Reference Model and Subject Matter Experts to define equipment specifications. The specifications are reviewed by Enterprise System Engineering and are also used in the development of the Statement of Work submitted to the Technical Acquisitions Center. The Project Manager's ensure that certain requirements are included with the Performance Work Statement (PWS) to ensure contractors comply with guidelines for delivery and receipt of equipment. Analyzed Capital Asset Planning Survey Integrated Product Team Budget Data Performance Work Statement Spreadsheet containing assets meeting refresh criteria 46

52 Updated Budget Equipment Specifications Update Performance Work Statement Integrated Product Team Information Technology Acquisition Request System (ITARS) Information Technology Receiving Support System (ITRSS) Portal One-VA Technical Reference Model Federal Acquisition Regulation (FAR) Systems Engineering and Design Review (SEDR) Process VA Acquisition Regulation (VAAR) Technical Analysis Review/Technical Analysis Summary has been changed to Systems Engineering and Design Review. In addition, certain requirements need to be included such as, requiring vendor to include the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) Purchase Order (PO) and Project on all Packing Slips, no partial deliveries, and a requirement to make positive contact with the warehouse prior to shipment to ensure available space at the warehouse. The contractor maintains an electronic list of all delivered equipment by serial number, noting delivery location, Purchase Order number and individual that signs for the equipment. Delivery location will include the Region number, VISN number, station number, street address, city and state. The electronic list will be provided in a file with one serial number per line in a standard format such as excel, or quote and comma delimited format. Contractor will provide the list via electronic mail after receipt of the equipment by the site. The list will be sent to the site POC and additional VA staff identified at the time the order is placed. Process Activity Name: ITAM Define ITAM/Logistic Requirements within PWS This activity is completed concurrently with the following activity: ITAM Define Specifications for Equipment 47

53 ITAM DEC01 Continue? The following activities are completed concurrently: - Information Technology Acquisition Request System - Contract Services Support - Purchase The Integrated Product Team ensures that certain requirements are included with the Project Work Statement (PWS) to ensure contractors comply with guidelines for delivery and receipt of equipment. In addition to an understandable, itemized summary of the equipment being procured, every centralized IT procurement contract needs to contain a standard, mandatory deliverable: a detailed list of non-expendable equipment provided by the contract (in an Excel spreadsheet). Ideally, providing a spreadsheet in advance of each batch of equipment being delivered and a summary spreadsheet at the conclusion of the contract including any equipment warranty swaps encountered during roll-out. At a minimum: purchase order number, Contract Line Item Number (CLIN), station number, serial number, manufacturer, model number, total cost of each item, delivery date, and warranty end date. With this detailed list of information, invoices and property records can be validated very easily after each batch is shipped. At the conclusion of the project, we can ensure that all non-expendable property has been entered correctly. It is essential that the Integrated Project Team for centralized procurements (i.e., lifecycle replacement procurements) publish and update a Master Delivery Schedule that summarizes the number of items of equipment that will be delivered to each Facility. This will also help with the receiving process and invoice certification. Analyzed Capital Asset Planning Survey Integrated Product Team Budget Data Performance Work Statement Updated Budget Equipment Specifications Reviewed Performance Work Statement Integrated Product Team 48

54 Information Technology Acquisition Request System (ITARS) Information Technology Receiving Support System (ITRSS) Portal One-VA Technical Reference Model Federal Acquisition Regulation (FAR) Systems Engineering and Design Review (SEDR) Process VA Acquisition Regulation (VAAR) The contractor maintains an electronic list of all delivered equipment by serial number, noting delivery location, Purchase Order number and individual that signs for the equipment. Delivery location will include the Region number, VISN number, station number, street address, city and state. The electronic list will be provided in a file with one serial number per line in a standard format such as excel, or quote and comma delimited format. Contractor will provide the list via electronic mail after receipt of the equipment by the site. The list will be sent to the site POC and additional VA staff identified at the time the order is placed. Contractors shall coordinate deliveries with Site POCs before shipment of all shipments to ensure sites have adequate storage space prior to shipping, Contractor (prime) shall notify the Delivery Date Coordinator and the respective Site POCs, by phone followed by , of all incoming deliveries including line-by-line details for review of requirements. VA Project Manager, Implementation Manager, and COR shall be copied on all communication to sites. Contractor cannot make any changes to the delivery quantities or schedule at the request of Site POC other than the ability of the site to ask that their shipments be broken up into no more than three partial deliveries. All shipments, either single or multiple container deliveries, will bear the VA Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number will indicate total number of containers for the complete shipment (ex. Package 1 of 2 ), clearly readable on manifests and external shipping labels. Process Activity Name: ITAM Execute Procurement The following activities are completed concurrently. - Information Technology Acquisition Request System - Contract Services Support - Purchase ITAM Communicate Asset Management Purchase to the 49