Release Management. ProPath. Office of Information and Technology

Release Management ProPath Office of Information and Technology

Table of Contents Release Management Process Maps... 1 Process: Release Management... 7 Release Management and Goals... 9... 9 Goals... 9 Release Management RACI Information... 10 Release Management Process... 21 Process Activity Name: REL-1 Conduct Initial Operating Capability Activities... 21 Process Activity Name: REL-1.1 Commence ESE Release Office Review... 21 Process Activity Name: REL-1.2 Conduct Initial Operating Capability Entry Meeting... 22 Process Activity Name: REL-1.2-DEC01 VHA Impact?... 24 Process Activity Name: REL-1.3 Request VHA Release Management Approval for IOC Entry... 24 Process Activity Name: REL-MR1 VHA Stakeholder Approval Review... 25 Process Activity Name: REL-MR1-DEC01 Approved?... 26 Process Activity Name: REL-MS1-IOC Conduct Milestone 1 IOC Review... 27 Process Activity Name: REL-1.4 Conduct Initial Operating Capability Planning Meeting... 28 Process Activity Name: REL-1.5 Perform Initial Operating Capability Evaluation... 29 Process Activity Name: REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data... 31 Process Activity Name: REL-1.7 Update Issues, Anomalies, Exceptions and Risks... 32 Process Activity Name: REL-1.7-DEC01 VHA Impact?... 33 Process Activity Name: REL-1.8 Conduct Health Product Support Review.. 33 Process Activity Name: REL-1.9 Consolidate Results... 34 Process Activity Name: REL-MR2 Initial Operating Capability Exit Review.. 35 Process Activity Name: REL-2 Plan Release Deployment... 37 Process Activity Name: REL-2.1 Create Deployment Plan... 37 Process Activity Name: REL-2.2 Define Training Plan... 39 Process Activity Name: REL-2.3 Finalize Sustainment Transition Acceptance Plan... 40 Process Activity Name: REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan... 40 Process Activity Name: REL-2.3.1-DEC01 HPS Involvement?... 41 i

Process Activity Name: REL-2.3.2 Upload Sustainment Transition Acceptance Plan... 42 Process Activity Name: REL-2.3.3 Conduct Sustainment Transition Acceptance Planning... 43 Process Activity Name: REL-2.3.4 Conduct Sustainment Transition Acceptance Planning... 44 Process Activity Name: REL-2.3.5 Review Sustainment Transition Acceptance Plan... 45 Process Activity Name: REL-2.3.6 Review Sustainment Transition Acceptance Plan... 46 Process Activity Name: REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package... 47 Process Activity Name: REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package... 48 Process Activity Name: REL-2.3.8-DEC01 Ready for HPS Director?... 49 Process Activity Name: REL-2.3.8-DEC02 Return to PM... 49 Process Activity Name: REL-2.3.9 Accept Sustainment Transition Acceptance Plan... 49 Process Activity Name: REL-2.3.9-DEC01 Ready for PM?... 50 Process Activity Name: REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report... 51 Process Activity Name: REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan... 52 Process Activity Name: REL-2.3.12 Return to PM... 53 Process Activity Name: REL-2.4 Prepare Product for Release... 53 Process Activity Name: REL-2.5 Request Site Readiness Assessment... 55 Process Activity Name: REL-2.6 Accept Increment... 56 Process Activity Name: REL-2.6.1 Prepare Customer Acceptance Form... 56 Process Activity Name: REL-2.6.2 Validate Infrastructure in Place or Funded... 57 Process Activity Name: REL-2.6.3 Obtain Acceptance by Customer... 58 Process Activity Name: REL-2.6.4 Notify Stakeholder of Increment Acceptance... 58 Process Activity Name: REL-2.6.4-DEC01 Accepted?... 59 Process Activity Name: REL-2.7 Obtain Finished Operational Acceptance Plan... 60 Process Activity Name: REL-2.8 Request ESE Release Readiness Office Approval... 61 Process Activity Name: REL-2.9 Provide ESE Release Readiness Office Approval... 62 Process Activity Name: REL-2.9-DEC01 Approved... 62 ii

Process Activity Name: REL-2.9-DEC02 VHA Impact?... 63 Process Activity Name: REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan... 63 Process Activity Name: REL-2.11 Request VHA Release Management Approval... 64 Process Activity Name: REL-2.12 Provide VHA Release Management Approval for IOC Exit... 65 Process Activity Name: REL-PR1 Conduct Peer Review of Deployment, Training and Sustainment Transition Acceptance Plans... 67 Process Activity Name: REL-FR1 Conduct Formal Review of Deployment, Training, and Sustainment Transition Acceptance Plans... 68 Process Activity Name: REL-FR1-DEC01 Approved?... 69 Process Activity Name: REL-MS2 Conduct Milestone 2 Review... 70 Process Activity Name: REL-3 Distribute Release... 71 Process Activity Name: REL-3.0-DEC01 VHA Health Product?... 72 Process Activity Name: REL-3.1 Release Product... 72 Process Activity Name: REL-3.2 Initiate Change... 73 Process Activity Name: REL-3.3 Verify Final Configuration... 74 Process Activity Name: REL-3.4 Distribute Release... 75 Process Activity Name: REL-3.4-DEC01 Install Successful?... 75 Process Activity Name: REL-3.4-DEC02 VBA Impact?... 76 Process Activity Name: REL-3.5 Execute Backout/Roll Back/Rework Procedures... 76 Process Activity Name: REL-3.5-DEC01 Rollback Successful?... 77 Process Activity Name: REL-3.6 Update VBA Transformational Deployment Calendar... 78 Process Activity Name: REL-3.7 Send Notification of Release Status... 79 Process Activity Name: REL-3.8 Close Request for Change... 80 iii

Release Management Process Maps Release Management home overview raci help Office of Responsibility MS2 Project Manager REL-1 Conduct Initial Operating Capability Activities REL-2 Plan Release Deployment REL-3 Distribute Release The links in this process map are inactive. Please scroll to view activity data. 1

Release Management: REL-1 Conduct Initial Operating Capability Activities Enterprise Systems Engineering Release Officer REL-1.1 Commence ESE Release Office Review home process overview raci help VHA Release Management M No Approved? Yes Health Product Support Release Coordinator REL-1.8 Conduct Health Product Support Review Initial Operating Capability Implementation Manager REL-1.5 Perform Initial Operating Capability Evaluation REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data Project Manager REL-1.2 Conduct Initial Operating Capability Entry Meeting REL-1.3 Request VHA Release Management Approval for IOC Entry Yes VHA Impact? No MS1 IOC REL-1.4 Conduct Initial Operating Capability Planning Meeting REL-1.7 Update Issues, Anomalies, Exceptions and Risks Yes VHA Impact? No REL-1.9 Consolidate Results M The links in this process map are inactive. Please scroll to view activity data. 2

Release Management: REL-2 Plan Release Deployment ESE Release Officer REL-2.9 Provide ESE Release Officer Approval No Approved? Yes home process overview raci help VHA Release Management Yes No Approved? REL-2.12 Provide VHA Release Management Approval for IOC Exit REL-2.4 Prepare Product for Release REL-2.5 Request Site Readiness Assessment REL-2.8 Request ESE Release Officer Approval VHA Impact? Yes No F P Project Manager REL-2.3 Finalize Sustainment Transition Acceptance Plan REL-2.6 Accept Increment REL-2.11 Request VHA Release Management Approval REL-2.1 Create Deployment Plan No Accepted? Yes REL-2.7 Obtain Finished Operational Acceptance Plan REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan Training Manager REL-2.2 Define Training Plan The links in this process map are inactive. Please scroll to view activity data. 3

Release Management: REL-2.3 Finalize Sustainment Transition Acceptance Plan home process back overview raci help Director Health Product Support Ready for PM? No REL-2.3.9 Accept Sustainment Transition Acceptance Plan Yes Project Manager REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan No HPS Involvement? Yes REL-2.3.2 Upload Sustainment Transition Acceptance Plan REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report Tier 3 (T3) Sustainment Manager REL-2.3.3 Conduct Sustainment Transition Acceptance Planning REL-2.3.5 Review Sustainment Transition Acceptance Plan REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.12 Return to PM Tier 2 (T2) Health Product Support Specialist REL-2.3.4 Conduct Sustainment Transition Acceptance Planning REL-2.3.6 Review Sustainment Transition Acceptance Plan REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package No Yes Ready for HPS Director? No Return to PM? Yes The links in this process map are inactive. Please scroll to view activity data. 4

Release Management: REL-2.6 Accept Increment home proc ess back overview raci help Project Manager REL-2.6.1 Prepare Customer Acceptance Form REL-2.6.4 Notify Stakeholder of Increment Acceptance Service Delivery and Engineering Implementation Manager REL-2.6.2 Validate Infrastructure in Place or Funded Customer REL-2.6.3 Obtain Acceptance by Customer The links in this process map are inactive. Please scroll to view activity data. 5

Release Management: REL-3 Distribute Release Configuration Manager REL-3.3 Verify Final Configuration home proc ess overview raci help REL-3.4 Distribute Release Install S uc c essful? Yes No VBA Impac t? No Project Manager REL-3.5 Execute Backout/Roll Back/ Rework Procedures Yes REL-3.6 Update VBA Transformational Deployment Calendar No Rollback S uc c essful? Yes REL-3.7 Send Notification of Release Status Change Coordinator REL-3.2 Initiate Change REL-3.8 Close Request For Change Health Product Support Release Coordinator No VHA Health Produc t? Yes REL-3.1 Release Product The links in this process map are inactive. Please scroll to view activity data. 6

Process: Release Management Overview: The process map for Release Management cycles through the following process and review activities: REL-1 Conduct Initial Operating Capability Activities REL-1.1 Commence ESE Release Office Review REL-1.2 Conduct Initial Operating Capability Entry Meeting REL-1.2-DEC01 VHA Impact? REL-1.3 Request VHA Release Management Approval for IOC Entry REL-MR1 VHA Stakeholder Approval Review REL-MR1-DEC01 Approved? REL-MS1-IOC Conduct Milestone 1 IOC Review REL-1.4 Conduct Initial Operating Capability Planning Meeting REL-1.5 Perform Initial Operating Capability Evaluation REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data REL-1.7 Update Issues, Anomalies, Exceptions and Risks REL-1.7-DEC01 VHA Impact? REL-1.8 Conduct Health Product Support Review REL-1.9 Consolidate Results REL-MR2 Initial Operating Capability Exit Review REL-2 Plan Release Deployment REL-2.1 Create Deployment Plan REL-2.2 Define Training Plan REL-2.3 Finalize Sustainment Transition Acceptance Plan REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan REL-2.3.1-DEC01 HPS Involvement? REL-2.3.2 Upload Sustainment Transition Acceptance Plan REL-2.3.3 Conduct Sustainment Transition Acceptance Planning REL-2.3.4 Conduct Sustainment Transition Acceptance Planning REL-2.3.5 Review Sustainment Transition Acceptance Plan REL-2.3.6 Review Sustainment Transition Acceptance Plan REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.8-DEC01 Ready for HPS Director? REL-2.3.8-DEC02 Return to PM REL-2.3.9 Accept Sustainment Transition Acceptance Plan REL-2.3.9-DEC01 Ready for PM? REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan REL-2.3.12 Return to PM REL-2.4 Prepare Product for Release REL-2.5 Request Site Readiness Assessment REL-2.6 Accept Increment REL-2.6.1 Prepare Customer Acceptance Form REL-2.6.2 Validate Infrastructure in Place or Funded REL-2.6.3 Obtain Acceptance by Customer 7

REL-2.6.4 Notify Stakeholder of Increment Acceptance REL-2.6.4-DEC01 Accepted? REL-2.7 Obtain Finished Operational Acceptance Plan REL-2.8 Request ESE Release Readiness Office Approval REL-2.9 Provide ESE Release Readiness Office Approval REL-2.9-DEC01 Approved REL-2.9-DEC02 VHA Impact? REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan REL-2.11 Request VHA Release Management Approval REL-2.12 Provide VHA Release Management Approval for IOC Exit REL-PR1 Conduct Peer Review of Deployment, Training and Sustainment Transition Acceptance Plans REL-FR1 Conduct Formal Review of Deployment, Training, and Sustainment Transition Acceptance Plans REL-FR1-DEC01 Approved? REL-MS2 Conduct Milestone 2 Review REL-3 Distribute Release REL-3.0-DEC01 VHA Health Product? REL-3.1 Release Product REL-3.2 Initiate Change REL-3.3 Verify Final Configuration REL-3.4 Distribute Release REL-3.4-DEC01 Install Successful? REL-3.4-DEC02 VBA Impact? REL-3.5 Execute Backout/Roll Back/Rework Procedures REL-3.5-DEC01 Rollback Successful? REL-3.6 Update VBA Transformational Deployment Calendar REL-3.7 Send Notification of Release Status REL-3.8 Close Request for Change 8

Release Management and Goals The Release Management Process provides protection of the live production environment and its services through establishment of formal procedures and checks to govern the scheduling and deployment of changes by controlling when changes will occur, what is approved and authorized to be changed, and where those approved changes will be implemented. Goals This process uses tactical objectives that support realization of Enterprise Release Management s strategic goal by providing information in three general categories: 1. When will the change occur? - Collect planned implementation dates for all Release packages as early as possible. - Collaborate with Change Management to maintain an up-to-date forward schedule of changes that reflects planned deployment dates for each activity. - Collect updates at key points to continuously renew the Calendar and optimize deployment planning. 2. What will change? - Ensure that all Release packages are tested, authorized, and approved by appropriate stakeholders. - Ensure that all Release packages meet Project Management Accountability System Milestone and production operational requirements prior to advancing to an Active Implementation State. - Ensure that master copies of all software and required artifacts (supporting documentation) are secured and indexed in the Definitive Media Library. - Ensure that details about Release-related Configuration Items are made available to Configuration Management services in order to update product and infrastructure baselines in the Configuration Management Database. 3. Where will the change be implemented? - Ensure collaboration and coordination among Product Development, Testing Services, Change Management, Operations, Release Management, and Executive Management at the implementation site(s) concerning the content and rollout of the Release and the readiness of the host(s). - Ensure that the implementation of software or hardware into the operational environment adheres to the Office of Information and Technology (OI&T) framework of established standards for Configuration Management, Change Management and Pre-Production testing and verification, and meets local site requirements. - Ensure that all implementers are prepared, trained, and ready to receive the Release. 9

Release Management RACI Information The following describes the RACI information for this process: REL-1.1 Commence ESE Release Office Review : Enterprise Systems Engineering Release Readiness Officer Accountable Role: Initiative Leads REL-1.2 Conduct Initial Operating Capability Entry Meeting : Project Manager Accountable Role: Director, Software Development REL-1.2-DEC01 VHA Impact? : Project Manager Accountable Role: Director, Software Development REL-1.3 Request VHA Release Management Approval for IOC Entry : Project Manager Accountable Role: Director, Software Development REL-MR1 VHA Stakeholder Approval Review : VHA Release Management Team Accountable Role: Office of Responsibility Consulted Role: National Service Desk (NSD) Process Integration Team Informed Role: Business Owner, Enterprise Systems Engineering Release Officer, Health Product Support Release Coordinator, Service Delivery and Engineering Management, Stakeholder Offices, Security Reviewer REL-MR1-DEC01 Approved? : VHA Release Management Team 10

Accountable Role: Office of Responsibility REL-MS1-IOC Conduct Milestone 1 IOC Review : Project Manager Accountable Role: Initiative Leads Consulted Role: Office of Responsibility, Project Manager, Service Delivery and Engineering Management, Stakeholder(s) REL-1.4 Conduct Initial Operating Capability Planning Meeting : Project Manager Accountable Role: Director, Software Development Consulted Role: Product Development Implementation Manager, Service Delivery and Engineering Implementation Manager REL-1.5 Perform Initial Operating Capability Evaluation : Initial Operating Capability Implementation Manager Accountable Role: Executive Director, Enterprise Systems Engineering REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data : Initial Operating Capability Implementation Manager Accountable Role: Executive Director, Enterprise Systems Engineering Consulted Role: National Service Desk (NSD) Process Integration Team REL-1.7 Update Issues, Anomalies, Exceptions and Risks : Project Manager Accountable Role: Director, Software Development REL-1.7-DEC01 VHA Impact? : Project Manager 11

Accountable Role: Director, Software Development REL-1.8 Conduct Health Product Support Review : Health Product Support Release Coordinator Accountable Role: Health Product Support Manager REL-1.9 Consolidate Results : Project Manager Accountable Role: Director, Software Development Consulted Role: Initial Operating Capability Implementation Manager REL-MR2 Initial Operating Capability Exit Review : Project Manager Accountable Role: Initiative Leads Consulted Role: Business Owner, Enterprise Systems Engineering Release Officer, Stakeholder(s) REL-2.1 Create Deployment Plan : Project Manager Accountable Role: Office of Responsibility REL-2.2 Define Training Plan : Training Manager Accountable Role: Office of Responsibility REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan : Project Manager Accountable Role: Director, Software Development Consulted Role: Integrated Project Team 12

REL-2.3.1-DEC01 HPS Involvement? : Project Manager Accountable Role: Director, Software Development REL-2.3.2 Upload Sustainment Transition Acceptance Plan : Project Manager Accountable Role: Director, Software Development REL-2.3.3 Conduct Sustainment Transition Acceptance Planning : Tier 3 (T3) Sustainment Manager Accountable Role: Director, Health Product Support Consulted Role: National Service Desk (NSD) Process Integration Team REL-2.3.4 Conduct Sustainment Transition Acceptance Planning : Tier 2 (T2) Health Product Support Specialist Accountable Role: Tier 2 (T2) Health Product Support Division Director Consulted Role: National Service Desk (NSD) Process Integration Team REL-2.3.5 Review Sustainment Transition Acceptance Plan : Tier 3 (T3) Sustainment Manager Accountable Role: Director, Health Product Support Consulted Role: National Service Desk (NSD) Process Integration Team REL-2.3.6 Review Sustainment Transition Acceptance Plan : Tier 2 (T2) Health Product Support Specialist Accountable Role: Tier 2 (T2) Health Product Support Division Director Consulted Role: National Service Desk (NSD) Process Integration Team 13

REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package : Tier 3 (T3) Sustainment Manager Accountable Role: Director, Health Product Support REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package : Tier 2 (T2) Health Product Support Specialist Accountable Role: Tier 2 (T2) Health Product Support Division Director REL-2.3.8-DEC01 Ready for HPS Director? : Tier 2 (T2) Health Product Support Specialist Accountable Role: Tier 2 (T2) Health Product Support Division Director REL-2.3.8-DEC02 Return to PM : Tier 2 (T2) Health Product Support Specialist Accountable Role: Tier 2 (T2) Health Product Support Division Director REL-2.3.9 Accept Sustainment Transition Acceptance Plan : Director, Health Product Support Accountable Role: Assistant Deputy Chief Information Officer for Product Support REL-2.3.9-DEC01 Ready for PM? : Director, Health Product Support Accountable Role: Assistant Deputy Chief Information Officer for Product Support REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report 14

: Project Manager Accountable Role: Program Manager REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan : Project Manager Accountable Role: Program Manager REL-2.3.12 Return to PM : Tier 3 (T3) Sustainment Manager Accountable Role: Director, Health Product Support REL-2.4 Prepare Product for Release : Project Manager Accountable Role: Office of Responsibility Informed Role: Stakeholder(s) REL-2.5 Request Site Readiness Assessment : Project Manager Accountable Role: Office of Responsibility Consulted Role: Integrated Project Team REL-2.6.1 Prepare Customer Acceptance Form : Project Manager Accountable Role: Office of Responsibility REL-2.6.2 Validate Infrastructure in Place or Funded : Service Delivery and Engineering Implementation Manager Accountable Role: Project Manager 15

REL-2.6.3 Obtain Acceptance by Customer : Customer Accountable Role: Unassigned REL-2.6.4 Notify Stakeholder of Increment Acceptance : Project Manager Accountable Role: Office of Responsibility Consulted Role: National Service Desk (NSD) Process Integration Team Informed Role: Stakeholder(s) REL-2.6.4-DEC01 Accepted? : Project Manager Accountable Role: REL-2.7 Obtain Finished Operational Acceptance Plan : Project Manager Accountable Role: Office of Responsibility Consulted Role: National Service Desk (NSD) Process Integration Team REL-2.8 Request ESE Release Readiness Office Approval : Project Manager Accountable Role: Office of Responsibility Consulted Role: National Service Desk (NSD) Process Integration Team REL-2.9 Provide ESE Release Readiness Office Approval : Enterprise Systems Engineering Release Officer Accountable Role: Office of Responsibility 16

Informed Role: Stakeholder(s) REL-2.9-DEC01 Approved : Project Manager Accountable Role: Director, Software Development REL-2.9-DEC02 VHA Impact? : Project Manager Accountable Role: Director, Software Development REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan : Project Manager Accountable Role: Office of Responsibility Consulted Role: Integrated Project Team Member REL-2.11 Request VHA Release Management Approval : Project Manager Accountable Role: Office of Responsibility Consulted Role: National Service Desk (NSD) Process Integration Team REL-2.12 Provide VHA Release Management Approval for IOC Exit : VHA Release Management Team Accountable Role: Office of Responsibility REL-PR1 Conduct Peer Review of Deployment, Training and Sustainment Transition Acceptance Plans : Project Manager Accountable Role: Office of Responsibility 17

REL-FR1 Conduct Formal Review of Deployment, Training, and Sustainment Transition Acceptance Plans : Project Manager Accountable Role: Office of Responsibility REL-FR1-DEC01 Approved? : VHA Release Management Team Accountable Role: Unassigned REL-MS2 Conduct Milestone 2 Review : Office of Responsibility Accountable Role: Unassigned Consulted Role: Section 508 Program Office Audit Team REL-3.0-DEC01 VHA Health Product? : Health Product Support Release Coordinator Accountable Role: Director, Health Product Support REL-3.1 Release Product : Health Product Support Release Coordinator Accountable Role: Health Product Support Manager REL-3.2 Initiate Change : Change Coordinator Accountable Role: Unassigned REL-3.3 Verify Final Configuration : Configuration Manager 18

Accountable Role: Director, Product Assessment REL-3.4 Distribute Release : Project Manager Accountable Role: Office of Responsibility REL-3.4-DEC01 Install Successful? : Project Manager Accountable Role: Program Manager REL-3.4-DEC02 VBA Impact? : Project Manager Accountable Role: Program Manager REL-3.5 Execute Backout/Roll Back/Rework Procedures : Project Manager Accountable Role: Office of Responsibility REL-3.5-DEC01 Rollback Successful? : Project Manager Accountable Role: Program Manager REL-3.6 Update VBA Transformational Deployment Calendar : Project Manager Accountable Role: Program Manager REL-3.7 Send Notification of Release Status : Project Manager 19

Accountable Role: Office of Responsibility REL-3.8 Close Request for Change : Change Coordinator Accountable Role: Office of Responsibility 20

Release Management Process Process Activity Name: REL-1 Conduct Initial Operating Capability Activities REL-2 Plan Release Deployment None REL-MS2 Conduct Milestone 2 Review The set of Conduct Initial Operating Capability Activities process and review activities is selected from the Release Management Main Map via the REL-1 link: REL-1.1 Commence ESE Release Office Review REL-1.2 Conduct Initial Operating Capability Entry Meeting REL-1.3 Request VHA Release Management Approval for IOC Entry REL-MR1 VHA Stakeholder Approval Review REL-MS1 IOC Conduct Milestone 1 IOC Review REL-1.4 Conduct Initial Operating Capability Planning Meeting REL-1.5 Perform Initial Operating Capability Evaluation REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data REL-1.7 Update Issues, Anomalies, Exceptions and Risks REL-1.8 Conduct Health Product Support Review REL-1.9 Consolidate Results REL-MR2 Initial Operating Capability Exit Review Process Activity Name: REL-1.1 Commence ESE Release Office Review None REL-1.2 Conduct Initial Operating Capability Entry Meeting 21

The Enterprise Systems Engineering (ESE) Release Readiness Officer commences the review of artifacts required for production release. The required artifacts are stored in the product's IBM Rational Team Concert Suite team areas impacted by the project. Tailored List of ESE Requirements Email concerning Artifact Status and Deficiencies Enterprise Systems Engineering Release Readiness Officer Rational Team Concert NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems NIST Special Publication 800-40, Creating a Patch and Vulnerability Management Program More Info Process Activity Name: REL-1.2 Conduct Initial Operating Capability Entry Meeting REL-1.1 Commence ESE Release Office Review REL-1.2-DEC01 VHA Impact? The Project Manager determines that the project is Program Management Accountability System governed. The Project Manager, in coordination with the Initial Operating Capability (IOC) Implementation Manager, conducts an IOC entry meeting with all stakeholders (i.e., Enterprise System Engineering (ESE) Release Office Representative, ESE Testing representatives for both Independent Testing and Operational Readiness Review, VHA Health Systems Portfolio Management, Product Development Software Quality Assurance Management, Health Product Support Release Coordinator, Service Delivery and Engineering Field Operations, Field Operations and Development Implementation Manager, 508 Program Office Representative, 22

Business Owners, Chief Officers, Privacy Office and other stakeholders) to determine whether to proceed to IOC evaluation. The Entry Request portion of the IOC Entry Request and Exit Summary should be completed and approved as a result of this meeting. Conformance Validation Package Data Transfer Agreements (if needed) Enterprise Testing Services Analysis Report Enterprise Testing Services ORR Analysis Report Final ESE Testing Plan Master Test Plan Notification of ESE Release Office Review Results Product Assessment Findings Reports Project Management Plan (Risk Management Plan sections) Release Notes Test Case/Test Scripts Test Site Memorandums of Understanding (Signed) Updated Patch or New Patch Artifact Review Agenda and Minutes Initial Operating Capability Entry Request and Exit Summary (Entry Request portion) Updated Project Management Plan (Risk Management Plan sections) Project Manager Rational Team Concert Initial Operating Capability Site Memorandum of Understanding Guide Initial Operating Capability Site Selection Guide More Info During any activity in the process the IOC evaluation may return to a previous activity. The Initial Operating Capability Site Memorandum of Understanding Guide describes the responsibilities and steps for obtaining signed and approved Memorandums of Understanding and Data Transfer Agreements if needed. Complete Section 1 of the IOC Entry Request and Exit Summary template. Required artifacts that should accompany the submission are identified on the ProPath Required Artifacts Page and detailed in Table 2.8 in the IOC Entry Request and Exit Summary Template. 23

Process Activity Name: REL-1.2-DEC01 VHA Impact? REL-1.2 Conduct Initial Operating Capability Entry Meeting Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-1.3 Request VHA Release Management Approval for IOC Entry If No, REL-MS1 IOC Conduct Milestone 1 IOC Review The Project Manager in conjunction with VHA Release Management determines if there is VHA impact. If there is impact, the next activity is REL-1.3 Request VHA Release Management Approval for IOC Entry. If there is no VHA impact, the next activity is REL-MS1 IOC Conduct Milestone 1 IOC Review. Project Manager Process Activity Name: REL-1.3 Request VHA Release Management Approval for IOC Entry REL-1.2-DEC01 VHA Impact? REL-MR1 VHA Stakeholder Approval Review The Project Manager submits a request to obtain approval for any Veterans Health Administration (VHA) related application, patch, and/or internal and external development code that pulls/reads or pushes/writes VHA data from or to production systems (e.g., Veterans Information Systems and Technology Architecture [VistA], My HealtheVet, Corporate Data Warehouse [CDW], Commercial-Off-The-Shelf [COTS], and/or Government-Off-The-Shelf [GOTS]). Projects containing web-based and cloud-based applications, national databases and/or registries must check with the VHA Release Management Team to determine the appropriate processing required for their project. Requests for VHA approval and submission for IOC Entry are sent via email to the following mail group: VAOITOEDVHAReleaseApproval. 24

IOC Entry Request and Exit Summary (See Section 2.8 for required documents) Updated Initial Operating Capability Entry Request and Exit Summary (Entry Request portion) VHA Release Management Approval Request Email Project Manager Rational Team Concert Initial Operating Capability Entry Request and Exit Summary Guide Initial Operating Capability Site Memorandum of Understanding Guide Initial Operating Capability Site Selection Guide More Info The VHA Release Approval Process is in addition to the involvement of VHA members on the project's IPT due to the level of approvals required. It is recommended that the project team allow at least ten (10) business days to secure approval for established projects; allow more than ten business days if the project is new or includes multiple enhancements or patches/namespaces. The project cannot proceed into IOC until VHA Release Management approval is received. Complete Section 1 of the IOC Entry Request and Exit Summary template. Required artifacts that should accompany the submission are identified on the ProPath Required Artifacts Page and detailed in Table 2.8 in the IOC Entry Request and Exit Summary Template. Process Activity Name: REL-MR1 VHA Stakeholder Approval Review REL-1.3 Request VHA Release Management Approval for IOC Entry REL-MR1-DEC01 Approved? The Veterans Health Administration (VHA) Release Management Team facilitates the Release Management Approval Process to obtain stakeholder approvals for Initial Operating Capability (IOC) entry submissions regarding VHA-related applications/patches. The list of approving stakeholders depends on the nature of the application/patch as submitted; appropriate stakeholders are notified by email. 25

Deployment Plan IOC Entry Request and Exit Summary IOC Site Memorandum of Understanding IOC Testing Waiver Installation Back-out Rollback Plan Master Test Plan Operational Acceptance Plan Production Operations Manual Project Management Plan Requirements Specification Document Sustainment Transition Acceptance Plan System Design Document User Guide Version Document Artifact Review Agenda and Minutes Email Notification Issue Brief (Approved) VHA Release Management Team Release Request Process Site Technical Services Project Repository (TSPR) Initial Operating Capability Entry Request and Exit Summary Guide More Info Process Activity Name: REL-MR1-DEC01 Approved? REL-MR1 VHA Stakeholder Approval Review Note: There is a decision dependency that determines the next activity to be performed. 26

If Yes, REL-MS1 IOC Conduct Milestone 1 IOC Review If No, REL-1.2 Conduct Initial Operating Capability Entry Meeting The VHA Stakeholder Approval Review obtains Stakeholder agreement to begin the Initial Operating Capability Entry Evaluation. VHA Release Management Team Process Activity Name: REL-MS1-IOC Conduct Milestone 1 IOC Review REL-1.2-DEC01 VHA Impact? Or REL-MR1-DEC01 Approved REL-1.4 Conduct Initial Operating Capability Planning Meeting The Project Manager requests a Milestone 1 Initial Operating Capability (IOC) Review where the project s OOR DAS/DCIO, with input from other members of the MS Review Board, reviews the project and approves the project to enter IOC Testing. Attendees at the Milestone 1 Review include empowered representatives from Architecture, Strategy and Design (ASD), Office of Information Security (OIS), OOR, OOR Budget Office, Product Development (PD), and Service Delivery and Engineering (SDE). If the specifics of the project do not require the use of all documents shown as required, the Project Manager must provide justification for any exceptions at the Milestone 1 IOC Review. In addition the Project Manager ensures that lessons learned are updated by the project team members. The ProPath Required Artifacts page contains the specific listing of required artifacts needed to enter the Milestone 1 IOC Review. The draft Transition Plan is required for use during Milestone 1 IOC Reviews and the final document during Milestone 2 Reviews. Acceptance Criteria Plan Initial Operating Capability Entry Request and Exit Summary 27

MS1-IOC Review Template Milestone 1 - IOC Action Items & Observations Updated PMAS Dashboard Project Manager PMAS Dashboard Release Request Process Site Technical Services Project Repository (TSPR) Work Information Tracking System (WITS) Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide VA Directive 6071, Project Management Accountability System (PMAS) VA EA Enterprise Technical Architecture (ETA) Compliance Criteria More Info Send Milestone 1 IOC Review requests to email address: VAPMASReviews The VA EA Enterprise Technical Architecture (ETA) Compliance Criteria document establishes minimum compliance criteria for a product release. The PMAS Dashboard landing page is open to all users in the VA network. For technical support regarding the PMAS Dashboard, select the link in the area titled I m Looking for Site Help and select the link Submit Help Desk Support Ticket. For general questions or inquiries regarding the PMAS Dashboard, submit an email to VA PMAS Business Office. The PMAS Dashboard is updated when reportable information or conditions change. Each project/increment is updated at least monthly until closed. Process Activity Name: REL-1.4 Conduct Initial Operating Capability Planning Meeting REL-MS1-IOC Conduct Milestone 1 IOC Review 28

REL-1.5 Perform Initial Operating Capability Evaluation The Project Manager, in coordination with the Product Development (PD) and/or Service Delivery and Engineering (SDE) Implementation Managers, conducts a planning meeting with IOC participants appropriate to the product release (i.e., Enterprise Operations, Field Operations, Development Team, Site Representatives, Business Owners, Business Office Representatives, Veterans Administration/Veterans Health Administration/Veterans Benefits Administration and Patient Safety Representatives, as necessary) to plan and coordinate evaluation activities. Initial Operating Capability Site Memorandum of Understanding Master Test Plan VHA Approval for IOC Entry (if product release impacts VHA) Artifact Review Agenda and Minutes Project Manager Technical Services Project Repository (TSPR) Initial Operating Capability Site Memorandum of Understanding Guide Initial Operating Capability Site Selection Guide More Info Process Activity Name: REL-1.5 Perform Initial Operating Capability Evaluation REL-1.4 Conduct Initial Operating Capability Planning Meeting REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data 29

The Initial Operating Capability (IOC) Implementation Manager coordinates the performance of the IOC evaluation. IOC evaluation (formerly known as field testing) is when a product/system that has been modified/enhanced is placed into a limited number of production (live) environments, in order to evaluate the new features and functionality of the product/system and to ascertain if the features and functionality perform as expected and do not adversely affect the existing functionality of the product/system. Activities include: - Distribute the product and product documentation to the Evaluation Sites (see More Info) - Facilitate the timely installations at the Evaluation Sites - Conduct formal or bi-weekly Evaluation Site calls - Track defects identified during Initial Operating Capability Evaluation - Address issues and questions identified during evaluation - Obtain Site Concurrence Statements IOC Site Evaluation Defect Log and Concurrence Statement Master Test Plan Registered Request for Change Test Case/Test Scripts Test Site Memorandum of Understanding (signed) Updated IOC Site Evaluation Defect Log and Concurrence Statement Initial Operating Capability Implementation Manager IBM Rational ClearCase IBM Rational ClearQuest IBM Rational Quality Manager Technical Services Project Repository (TSPR) 30

More Info Navigate to either the ProPath Change Management Process Map and/or the ProPath Configuration Management Process Map for more guidance. Process Activity Name: REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data REL-1.5 Perform Initial Operating Capability Evaluation REL-1.7 Update Issues, Anomalies. Exceptions and Risks The Initial Operating Capability Implementation Manager obtains the IOC Site Evaluation Defect Log and Concurrence Statement. IOC Site Evaluation Defect Log and Concurrence Statement Initial Operating Capability Entry Request and Exit Summary Registered Request for Change Test Site Memorandum of Understanding (signed) Updated IOC Site Evaluation Defect Log and Concurrence Statement Updated Initial Operating Capability Entry Request and Exit Summary Initial Operating Capability Implementation Manager Technical Services Project Repository (TSPR) More Info See ProPath Change Management Process Map for more guidance. The Initial Operating Capability Entry Request and Exit Summary has been updated to include the information from the Package-Patch Completion Transition Document. 31

Process Activity Name: REL-1.7 Update Issues, Anomalies, Exceptions and Risks REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data REL-1.7-DEC01 VHA Impact? The Project Manager reviews the findings and updates the Initial Operating Capability (IOC) Entry and Exit Summary document, IOC Exit Summary sections: - Issues, Anomalies, and Exceptions - Risks and Mitigation Strategy If a health product is being evaluated, the Project Manager should ensure that Health Product Support Release Coordinator has completed their review and given approval to proceed prior to completing the IOC Exit Summary. Initial Operating Capability Entry Request and Exit Summary Initial Operating Capability Site Evaluation Defect Log and Concurrence Statement Registered Request for Change Updated Initial Operating Capability Entry Request and Exit Summary (IOC Exit Summary Section) Project Manager Technical Services Project Repository (TSPR) More Info See ProPath Change Management Process Map for more guidance. 32

Process Activity Name: REL-1.7-DEC01 VHA Impact? REL-1.7 Update Issues, Anomalies, Exceptions and Risks Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-1.8 Conduct Health Product Support Review If No, REL-1.9 Consolidate Results The Project Manager determines if VHA is impacted. If Yes, the next activity is REL-1.8 Conduct Health Product Support Review. If No, the next activity is REL-1.9 Consolidate Results. Project Manager Process Activity Name: REL-1.8 Conduct Health Product Support Review REL-1.7-DEC01 VHA Impact? REL-1.9 Consolidate Results For product releases that impact the VHA, the assigned Health Product Support Release Coordinator reviews the product based on the guidelines found in the Health Product Support Release of Products and Patches Guide. Health Product Support has eight (8) business days to conduct the review and give approval. Artifact Review Agenda and Minutes Initial Operating Capability Entry Request and Exit Summary Initial Operating Capability Site Evaluation Defect Log and Concurrence Statement Master Test Plan Registered Request for Change Test Case/Test Scripts Test Site Memorandum of Understanding (signed) 33

Updated Initial Operating Capability Entry Request and Exit Summary Health Product Support Release Coordinator BMC Remedy IT Service Management - Incident Console Health Product Support Account Maintenance Guide Health Product Support Enterprise Application Completion and Release Checklist Health Product Support Primavera Guide Health Product Support Release Coordinator IPT Membership Guide Health Product Support Release of Products and Patches Guide Health Product Support Software Distribution Directories Guide Health Product Support VistA Completion and Release Checklist More Info Process Activity Name: REL-1.9 Consolidate Results REL-1.8 Conduct Health Product Support Review Or REL-1.7-DEC01 VHA Impact? REL-MR2 Initial Operating Capability Exit Review The Project Manager (PM) and the Initial Operating Capability (IOC) Implementation Manager review the results from the IOC sites and Health Product Support review and determine whether to proceed into full deployment. The PM ensures that all sections of the Initial Operating Capability Entry Request and Exit Summary are updated, except for the Authorization section. The Project Manager ensures all Project Management Accountability System (PMAS) required project documentation has been completed, approved (where required), and posted on the PMAS portal. The Project Manager prepares the MS2 Template. 34

Initial Operating Capability Entry Request and Exit Summary Initial Operating Capability Site Evaluation Defect Log and Concurrence Statement Registered Request for Change Test Site Memorandum of Understanding (signed) MS2 Review Template Updated Initial Operating Capability Entry Request and Exit Summary Project Manager IBM Rational ClearQuest Technical Services Project Repository (TSPR) Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide More Info Process Activity Name: REL-MR2 Initial Operating Capability Exit Review REL-1.9 Consolidate Results REL-2 Plan Release Deployment The Project Manager (PM) and the Initial Operating Capability (IOC) Implementation Manager present their analysis of the IOC Evaluation to all stakeholders to determine how to proceed. The IOC Exit Review participants include the PM, Enterprise System Engineering (ESE) Release Office Representative, ESE Testing representatives for both Independent Testing and Operational Readiness Review, Product Development Software Quality Assurance Management, Service Delivery and Engineering Field Operations, Field Operations and Development Implementation Manager, Release Manager, Health Product Support and other stakeholders as 35

identified. The IOC Entry Request and Exit Summary final authorizations section requires signatures from: - Business Customer Representative - Business Owner Representative - Enterprise System Engineering (ESE) Release Office Representative -- Head of Product Development or designee - Head of Product Support or Designee - Head of Service Development and Engineering or designee - Other Stakeholders (as necessary) - Security Office Representative (if required) The completion of the Authorizations section and submission of the document results in the MR2 milestone alert. The Project Manager updates the MS2 Review Template and informs the Program Manager when the project is ready for PMAS approval. Acceptance Criteria Plan Initial Operating Capability Entry Request and Exit Summary MS2 Review Template Artifact Review Agenda and Minutes Updated Initial Operating Capability Entry Request and Exit Summary Updated MS2 Review Template Project Manager Release Request Process Site Technical Services Project Repository (TSPR) Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Initial Operating Capability Entry Request and Exit Summary Guide Project Management Accountability System (PMAS) Guide 36

More Info For more guidance, go to either the ProPath Change Management and/or the ProPath Configuration Management Process Maps. Process Activity Name: REL-2 Plan Release Deployment REL-1 Conduct Initial Operating Capability Activities None REL-MS2 Conduct Milestone 2 Review The set of Plan Release Deployment process and review activities is selected from the Release Management Main Map via the REL-2 link: REL-2.1 Create Deployment Plan REL-2.2 Define Training Plan REL-2.3 Finalize Sustainment Transition Acceptance Plan REL-2.4 Prepare Product for Release REL-2.5 Request Site Readiness Assessment REL-2.6 Accept Increment REL-2.7 Obtain Finished Operational Acceptance Plan REL-2.8 Request ESE Release Readiness Office Approval REL-2.9 Provide ESE Release Readiness Office Approval REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan REL-2.11 Request VHA Release Management Approval REL-2.12 Provide VHA Release Management Approval for IOC Exit REL-PR1 Conduct Peer Review of Deployment, Training, and Sustainment Transition Acceptance Plans REL-FR1 Conduct Formal Review of Deployment, Training and Sustainment Transition Acceptance Plans Process Activity Name: REL-2.1 Create Deployment Plan Note: This activity is performed concurrently with: REL-2.2 Define Training Plan And REL-2.3 Finalize Sustainment Transition Acceptance Plan 37

REL-1 Conduct Initial Operating Capability Activities REL-2.4 Prepare Product for Release The Project Manager creates the Deployment Plan which is developed based on a thorough analysis of the steps necessary to achieve the deployment and implementation goals of the release - specifically to deploy configuration items in the release to a production environment. Recommended sections to be included in the Deployment Plan are: - Scope of the Release - Deployment and Implementation Strategy - For Each Phase: - Define and explain each phase, identifying all participants, and describing what the roles and responsibilities are - Deliverable products are identified - Operational readiness requirements prior to deployment - Deployment and Implementation success criteria Architecture and Design Documents Project Management Plan Deployment Plan Project Manager Software Configuration Management Plan Standard More Info 38

Process Activity Name: REL-2.2 Define Training Plan Note: This activity is performed concurrently with: REL-2.1 Create Deployment Plan And REL-2.3 Finalize Sustainment Transition Acceptance Plan REL-1 Conduct Initial Operating Capability Activities REL-2.4 Prepare Product for Release Working with the VA Learning University (VALU) IT National Training and Education Office, the Training Manager defines the Training Plan, as part of the Project Management Plan. The Training Plan incorporates curriculum and training development, as well as the conduct of multilevel training, for the various components of the project. The plan also delineates responsibilities and provides a timeline for the development and conduct of required training relating to the project. Deployment Plan Project Management Plan Release Notes Version Document Updated Project Management Plan Training Manager More Info Contact the VALU IT National Training and Education Office at the mail group VA IT Training Requests. 39

Process Activity Name: REL-2.3 Finalize Sustainment Transition Acceptance Plan Note: This activity is performed concurrently with: REL-2.1 Create Deployment Plan And REL-2.2 Define Training Plan REL-1 Conduct Initial Operating Capability Activities REL-2.4 Prepare Product for Release The set of Finalize Transition Plan process and review activities is selected from the REL-2 map via the REL-2.3 link: REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan REL-2.3.2 Upload Sustainment Transition Acceptance Plan REL-2.3.3 Conduct Sustainment Transition Acceptance Planning REL-2.3.4 Conduct Sustainment Transition Acceptance Planning REL-2.3.5 Review Sustainment Transition Acceptance Plan REL-2.3.6 Review Sustainment Transition Acceptance Plan REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.9 Accept Sustainment Transition Acceptance Plan REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan Process Activity Name: REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan REL-2.1 Create Deployment Plan And REL-2.2 Define Training Plan REL-2.3.1-DEC01 HPS Involvement? 40

The Project Manager creates the Sustainment Transition Acceptance Plan if an approved draft is not available. The Product Support Integrated Project Team members participate in the review and update of the Sustainment Transition Acceptance Plan, which provides a knowledge transfer to the sustainment Product Support team about the product and its artifacts, code bases, architecture, design, technology, budget, required resources and other pertinent information. Project Quad Chart Requirements Specification Document Sustainment Transition Acceptance Plan (Draft) Sustainment Transition Acceptance Plan Findings Report Package System Design Document Sustainment Transition Acceptance Plan Updated Sustainment Transition Acceptance Plan Project Manager Health Product Support (HPS) SharePoint Site Technical Services Project Repository (TSPR) Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide VA Cost Estimating Guide More Info See the "Download Templates" link in the quick launch bar on top left of the HPS Main Page Process Activity Name: REL-2.3.1-DEC01 HPS Involvement? REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan If Yes, REL-2.3.2 Upload Sustainment Transition Acceptance Plan If No, REL-2.4 Prepare Product for Release 41

The Project Manager determines if there is HPS involvement in Sustainment transition acceptance planning. If Yes, the next activity is REL-2.3.2 Upload Sustainment Transition Acceptance Plan. If No, the next activity is REL-2.4 Prepare Product for Release. Project Manager Process Activity Name: REL-2.3.2 Upload Sustainment Transition Acceptance Plan REL-2.3.1-DEC01 HPS Involvement? Note: The next activities are performed concurrently REL-2.3.5 Review Sustainment Transition Acceptance Plan REL-2.3.6 Review Sustainment Transition Acceptance Plan The Project Manager uploads the Sustainment Transition Acceptance Plan to the Technical Services Project Repository (TSPR) for records management and then to the Health Product Support SharePoint Site to initiate the HPS Review process. Sustainment Transition Acceptance Plan Updated Health Product Support (HPS) SharePoint Site Project Manager Health Product Support (HPS) SharePoint Site Technical Services Project Repository (TSPR) 42

More Info See the "Submit Sustainment Transition Acceptance Plan" link in the quick launch bar on top left of the HPS Main Page Process Activity Name: REL-2.3.3 Conduct Sustainment Transition Acceptance Planning Note: This activity is performed concurrently with: REL-2.3.4 Conduct Sustainment Transition Acceptance Planning REL-2.1 Create Deployment Plan And REL-2.2 Define Training Plan REL-2.4 Prepare Product for Release The Tier 3 (T3) Sustainment Manager conducts Sustainment Transition Acceptance Planning, leveraging information from available project documents. Business Requirements Document Integrated Project Team Charter Operational Acceptance Plan Project Charter Sustainment Transition Acceptance Plan Updated Action Item Tracker Updated HPS SharePoint Site Project Folder Contents Tier 3 (T3) Sustainment Manager Health Product Support (HPS) SharePoint Site Technical Services Project Repository (TSPR) 43

More Info The reviewer uses all relevant project information during Sustainment Transition Acceptance Planning. Process Activity Name: REL-2.3.4 Conduct Sustainment Transition Acceptance Planning Note: This activity is performed concurrently with: REL-2.3.3 Conduct Sustainment Transition Acceptance Planning REL-2.3.2 Upload Sustainment Transition Acceptance Plan Note: The next activities are performed concurrently REL-2.3.5 Review Sustainment Transition Acceptance And REL-2.3.6 Review Sustainment Transition Acceptance Tier 2 (T2) Health Product Support Specialist conducts Sustainment Transition Acceptance Planning, leveraging information from available project documents. Business Requirements Document Integrated Project Team Charter Operational Acceptance Plan Project Charter Sustainment Transition Acceptance Plan Updated Action Item Tracker Updated HPS SharePoint Site Project Folder Contents Tier 2 (T2) Health Product Support Specialist Health Product Support (HPS) SharePoint Site Technical Services Project Repository (TSPR) 44

More Info The reviewer uses all relevant project information during Sustainment Transition Acceptance Planning. Process Activity Name: REL-2.3.5 Review Sustainment Transition Acceptance Plan Note: This activity is performed concurrently with: REL-2.3.6 Review Sustainment Transition Acceptance Plan REL-2.3.2 Upload Sustainment Transition Acceptance Plan REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package The Tier 3 (T3) Sustainment Manager conducts a review of the Draft Sustainment Transition Acceptance Plan noting any areas of concern, omission, or inconsistencies and documents those notes in the Artifact Review Agenda and Minutes. The documented results are posted to the Health Product Support SharePoint Site. Business Requirements Document Integrated Project Team Charter Operational Acceptance Plan Project Charter Sustainment Transition Acceptance Plan (Draft) Sustainment Transition Acceptance Plan Findings Report Package Artifact Review Agenda and Minutes Updated Sustainment Transition Acceptance Plan Tier 3 (T3) Sustainment Manager Health Product Support (HPS) SharePoint Site 45

More Info Process Activity Name: REL-2.3.6 Review Sustainment Transition Acceptance Plan Note: This activity is performed concurrently with: REL-2.3.5 Review Sustainment Transition Acceptance Plan REL-2.3.2 Upload Sustainment Transition Acceptance Plan REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package The Tier 2 (T2) Health Product Support Specialist conducts a review of the Draft Sustainment Transition Acceptance Plan noting any areas of concern, omission, or inconsistencies and documents those notes in the Artifact Review Agenda and Minutes. The documented results are posted to the Health Product Support SharePoint Site. Business Requirements Document Integrated Project Team Charter Operational Acceptance Plan Project Charter Sustainment Transition Acceptance Plan (Draft) Sustainment Transition Acceptance Plan Findings Report Package Artifact Review Agenda and Minutes Updated Sustainment Transition Acceptance Plan Tier 2 (T2) Health Product Support Specialist Health Product Support (HPS) SharePoint Site 46

More Info Process Activity Name: REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package Note: This activity is performed concurrently with: REL-2.3.5 'Review Sustainment Transition Acceptance Plan' And REL-2.3.6 'Review Sustainment Transition Acceptance Plan' REL-2.3.8 'Evaluate Sustainment Transition Acceptance Plan Findings Report Package' The Tier 3 (T3) Sustainment Manager reviews the Artifact Review Agenda and Minutes posted to the Health Product Support (HPS) SharePoint Site and prepares a markup of the Sustainment Transition Acceptance Plan. The markup and the Artifact Review Agenda and Minutes are combined into the Sustainment Transition Acceptance Plan Finding Report Package and the package is posted to the HPS SharePoint Site. Artifact Review Agenda and Minutes Sustainment Transition Acceptance Plan Sustainment Transition Acceptance Plan Findings Report Package Tier 3 (T3) Sustainment Manager Health Product Support (HPS) SharePoint Site 47

More Info Process Activity Name: REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package REL-2.3.8-DEC01 Ready for HPS Director? The Tier 2 (T2) Health Product Support (HPS) Specialist evaluates the Sustainment Transition Acceptance Plan Findings Report Package posted to the HPS SharePoint Site. If the Sustainment Transition Acceptance Plan Findings Report Package is complete, the package is prepared for submission to the Health Product Support Director. If the package is incomplete for any reason, it is returned to either the Project Manager for additional work or to the Tier 3 (T3) Developer for completion. Sustainment Transition Acceptance Plan Findings Report Package Sustainment Transition Acceptance Plan Findings Report Package Evaluation Email (approved) or (rejected) Tier 2 (T2) Health Product Support Specialist Health Product Support (HPS) SharePoint Site More Info 48

Process Activity Name: REL-2.3.8-DEC01 Ready for HPS Director? REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report Package If Yes, REL-2.3.9 Accept Sustainment Transition Acceptance Plan If No, REL-2.3.8-DEC02 Return to PM? The Tier 2 (T2) Health Product Support Specialist determines if the Sustainment Transition Acceptance Plan Findings Report Package is ready to send to the HPS Director. If yes the next activity is REL-2.3.9 Accept Sustainment Transition Acceptance Plan. If no, the next activity is a decision dependency to determine if the Sustainment Transition Acceptance Plan is to be returned to the Project Manager. Tier 2 (T2) Health Product Support Specialist Process Activity Name: REL-2.3.8-DEC02 Return to PM REL-2.3.8-DEC01 'Ready for HPS Director?' If Yes, REL-2.3.12 'Return to PM' If No, REL-2.3.7 'Create Sustainment Transition Acceptance Plan Findings Report Package' The Tier 2 (T2) Health Product Support Specialist determines if the Sustainment Transition Acceptance Plan should be returned to the Project Manager. If yes, the next activity is REL- 2.3.12 Return to PM. If no, the next activity is REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package. Tier 2 (T2) Health Product Support Specialist Process Activity Name: REL-2.3.9 Accept Sustainment Transition Acceptance Plan REL-2.3.8-DEC01 Ready for HPS Director? 49

REL-2.3.9-DEC01 Ready for PM? The Health Product Support Director receives the Sustainment Transition Acceptance Plan Findings Report Package for final internal review and acceptance. If accepted, the Sustainment Transition Acceptance Plan Findings Package is returned to the Tier 3 (T3) Sustainment Manager to provide to the Project Manager. If the Package is not accepted, it is returned to the Tier 3 (T3) Sustainment Manager for corrective actions. Sustainment Transition Acceptance Plan Findings Report Package Sustainment Transition Acceptance Plan Findings Report Package (Approved) Director, Health Product Support Health Product Support (HPS) SharePoint Site More Info Process Activity Name: REL-2.3.9-DEC01 Ready for PM? REL-2.3.9 Accept Sustainment Transition Acceptance Plan If Yes, REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report If No, REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package' 50

The Director Health Product Support determines if the Sustainment Transition Acceptance Plan is ready for return to the Project Manager. If Yes, the next activity is REL-2.3.10 Receive Sustainment Transition Acceptance Plan Finding Report. If No, the next activity is REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report Package. Director, Health Product Support Process Activity Name: REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report REL-2.3.9-DEC01 Ready for PM? REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan The Project Manager reviews the Sustainment Transition Acceptance Plan Findings Report Package and determines if Health Product Support has mandated changes or approved the existing Sustainment Transition Acceptance Plan. If changes are required, the Sustainment Transition Acceptance Plan markup is sent back to the project team for revision. If the Sustainment Transition Acceptance Plan is approved by Health Product Support the Transition Plan is posted to the Technical Services Project Repository in readiness for Peer and Formal Reviews. Sustainment Transition Acceptance Plan Findings Report Package Updated Sustainment Transition Acceptance Plan Project Manager Technical Services Project Repository (TSPR) 51

More Info Process Activity Name: REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan REL-2.3.10 Receive Sustainment Transition Acceptance Plan REL-2.4 Prepare Product for Release The Project Manager posts the Health Product Support (HPS) Sustainment Transition Acceptance Plan to the Technical Services Project Repository in readiness for Peer and Formal Reviews. Sustainment Transition Acceptance Plan Sustainment Transition Acceptance Plan (Accepted) Project Manager Technical Services Project Repository (TSPR) More Info 52

Process Activity Name: REL-2.3.12 Return to PM REL-2.3.8-DEC02 Return to PM? REL-2.3.1 Create/Update the Sustainment Transition Acceptance Plan Tier 3 (T3) Sustainment Manager returns the Sustainment Transition Acceptance Plan Findings Report Package to the Project Manager if Health Product Support determines that the package is not ready for the Director Health Product Support (HPS) review. Sustainment Transition Acceptance Plan Findings Report Package Sustainment Transition Acceptance Plan Findings Report Package Email Tier 3 (T3) Sustainment Manager Health Product Support (HPS) SharePoint Site More Info Process Activity Name: REL-2.4 Prepare Product for Release REL-2.1 Create Deployment Plan And REL-2.2 Define Training Plan And REL-2.3 Finalize Sustainment Transition Acceptance Plan 53

REL-2.5 Request Site Readiness Assessment The Project Manager communicates key information about the upcoming release to stakeholders. This communication should include information regarding: -Impacts to users and stakeholders -Release schedule -What is being released -Miscellaneous information deemed necessary -Updates to the Project Management Plan, Communication section -Sustainment Transition Acceptance Plan The Project Manager must plan for introductory orientation and training for all support teams. Deployment Plan Initial Operating Capability Entry Request and Exit Summary Project Management Plan Sustainment Transition Acceptance Plan Release Announcement Updated Project Management Plan Updated Sustainment Transition Acceptance Plan Project Manager Initial Operating Capability Entry Request and Exit Summary Guide More Info 54

Process Activity Name: REL-2.5 Request Site Readiness Assessment REL-2.4 'Prepare Product for Release' REL-2.6 'Accept Increment' The Project Manager requests a Site Readiness Assessment from the Service Delivery and Engineering (SDE) Integrated Project Team (IPT) Representative (liaison to the field), (i.e. Field Implementation Manager, Enterprise Systems Engineering Project Manager, or Field Project Manager) to identify project deployment requirements and determine the readiness of the field site to receive the deployment. Additional actions include: - Field liaison works with the Tasks, Resources, Administrations, and Communications (TRAC) office to create an action item to the field to solicit responses regarding site readiness. - TRAC creates a share portal to collect the information, and send a formal request to the field with suspense dates. - TRAC monitors the responses from the field and notifies the field liaison when the action is complete. Note: This action is typically only applicable in situations where physical hardware is involved. Deployment Plan Release Announcement Notification of Site Readiness Project Manager 55

More Info Process Activity Name: REL-2.6 Accept Increment REL-2.5 Request Site Readiness Assessment REL-2.5-Dec01 Accepted? The set of Accept Increment process and review activities is selected from the Plan Release Deployment Map via the REL-2.6 link: REL-2.6.1 Prepare Customer Acceptance Plan REL-2.6.2 Validate Infrastructure in Place or Funded REL-2.6.3 Obtain Acceptance by Customer REL-2.6.4 Notify Stakeholder of Increment Acceptance Process Activity Name: REL-2.6.1 Prepare Customer Acceptance Form REL-2.5 Request Site Readiness Assessment REL-2.6.2 Validate Infrastructure in Place or Funded The Project Manager prepares the Customer Acceptance Form. The Project Manager signs this to indicate that all increment requirements have been met. Acceptance Criteria Plan Notification of Site Readiness Requirements Specification Document Customer Acceptance Form (Acceptance Criteria Plan - Attachment A) Project Manager 56

Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide More Info Process Activity Name: REL-2.6.2 Validate Infrastructure in Place or Funded REL-2.6.1 Prepare Customer Acceptance Form REL-2.6.3 Obtain Acceptance by Customer The Service Delivery and Engineering (SDE) Implementation Manager signs the Customer Acceptance form indicating whether the IT infrastructure is in place or funded to deploy the increment. If not, the SDE Implementation Manager returns the form to the Project Manager noting the reasons for the return. Customer Acceptance Form (Acceptance Criteria Plan - Attachment A) Requirements Specification Document Updated Customer Acceptance Form (Acceptance Criteria Plan - Attachment A) Service Delivery and Engineering Implementation Manager Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide 57

More Info Process Activity Name: REL-2.6.3 Obtain Acceptance by Customer REL-2.6.2 'Validate Infrastructure in Place or Funded' REL-2.6.4 'Notify Stakeholder of Increment Acceptance, The Customer signs the Customer Acceptance Form indicating acceptance or rejection of the increment. Customer Acceptance Form (Acceptance Criteria Plan - Attachment A) Requirements Specification Document Signed Customer Acceptance Form Customer Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide More Info Process Activity Name: REL-2.6.4 Notify Stakeholder of Increment Acceptance REL-2.6.3 Obtain Acceptance by Customer 58

REL-2.7 Obtain Finished Operational Acceptance Plan The Project Manager notifies stakeholders of the Initial Operating Capability (IOC) Test Site's acceptance or rejection of the increment via email including the Acceptance Criteria Plan. The stakeholders include but are not limited to: Office of Responsibility, IT Resource Management, Architecture, Strategy and Design, and the Business Sponsor. If the Project Manager and/or Customer do not accept the delivery of the increment, the project has missed the milestone. Acceptance Criteria Plan Signed Customer Acceptance Form Email of Acceptance/Rejection Project Manager Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide More Info Process Activity Name: REL-2.6.4-DEC01 Accepted? REL-2.6.4 Notify Stakeholder of Increment Acceptance Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-2.7 Obtain Finished Operational Acceptance Plan 59

If No, REL-2.4 Prepare Product for Release The Project Manager determines if the increment is accepted. If yes the next activity is REL-2.7 Obtain Finished Operational Acceptance Plan. If no the next activity is REL-2.4 Prepare Product for Release. Project Manager Process Activity Name: REL-2.7 Obtain Finished Operational Acceptance Plan REL-2.6-DEC01 Accepted REL-2.8 Request ESE Release Readiness Office Approval The Project Manager working with the Enterprise Systems Engineering Lifecycle Manager and Operational Support Manager collaborate to complete the Operational Acceptance Plan describing resource availability and post-deployment expectations. Signatures indicate the Operational Support Entity s willingness to accept responsibility for the support and operations of the product. Email of Acceptance/Rejection Operational Acceptance Plan Updated Operational Acceptance Plan Project Manager 60

More Info Process Activity Name: REL-2.8 Request ESE Release Readiness Office Approval REL-2.7 Obtain Finished Operational Acceptance Plan REL-2.9 Provide ESE Release Readiness Office Approval The Project Manager requests Enterprise Systems Engineering (ESE) Release Readiness Officer review of the baselined version of required artifacts to determine if any deficiencies exist requiring remediation. Baselined Version of Required Artifacts Tailored List of ESE Requirements Email Review Request Project Manager Rational Team Concert Remedy NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems NIST Special Publication 800-40, Creating a Patch and Vulnerability Management Program More Info 61

Process Activity Name: REL-2.9 Provide ESE Release Readiness Office Approval REL-2.8 Request ESE Release Readiness Office Approval REL-2.9-DEC01 Approved? The Enterprise Systems Engineering Release Readiness Officer completes the review and notifies stakeholders and SDE voting members for PMAS Milestone 2 Reviews of the results. Baselined Version of Required Artifacts Email Notification of Deficiencies (if applicable) Tailored List of ESE Requirements Complete/Incomplete Notification to VA OIT ESE Release Weekly Report PMAS Milestone Review Status (Daily Email Message to SDE Voting Members) Enterprise Systems Engineering Release Officer Rational Team Concert Remedy NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems NIST Special Publication 800-40, Creating a Patch and Vulnerability Management Program More Info Process Activity Name: REL-2.9-DEC01 Approved REL-2.9 Provide ESE Release Readiness Office Approval Note: There is a decision dependency that determines the next activity to be performed. 62

If Yes, REL-2.9-DEC02 VHA Impact? If No, REL-2.4 Prepare Product for Release The ESE Release Readiness Office determines if the Sustainment Transition Acceptance Plan is approved. If yes, the next activity is a decision dependency to determine if there is VHA Impact. If no, the next activity is REL-2.4 Prepare Product for Release. Project Manager Process Activity Name: REL-2.9-DEC02 VHA Impact? REL-2.9-DEC01 Approved? Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan If No, REL-MS2 Conduct Milestone 2 Review The Project Manager determines if there is VHA impact. If yes, the next activity is REL-2.10 Obtain Finished Transition Plan. If no, the next activity is REL-3. Project Manager Process Activity Name: REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan REL-2.9-DEC02 VHA Impact? REL-2.11 Request VHA Release Management Approval The Project Manager must ensure that the Product Support (PS) Transition Plan is finalized and approved (including signatures) at Milestone 2. This can be accomplished by working with the PS Integrated Project Team Member and PS Transition Team to review the Sustainment 63

Transition Acceptance Plan which describes knowledge transfer to the sustainment Product Support team about the product, its artifacts, code bases, architecture, design, technology, budget, required resources and other pertinent information to ensure complete understanding by all parties. Sustainment Transition Acceptance Plan Updated Sustainment Transition Acceptance Plan Project Manager More Info The Sustainment Transition Acceptance Plan is required to plan the transition of application software sustainment responsibility from the project delivery team to the application product support team. For projects that are enhancing a product that is currently supported by Product Support, a Sustainment Transition Acceptance Plan may not be required, but existing plans must be validated and updated wherever necessary. The need and timing for sustainment transition acceptance planning should be identified between Milestone 0 and the Milestone 1 pre-brief. Process Activity Name: REL-2.11 Request VHA Release Management Approval REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan REL-2.12 Provide VHA Release Management Approval for IOC Exit The Project Manager updates the Initial Operating Capability (IOC) Entry Request and Exit Summary template (Section 2) and submits the document to the following mail group to request approval for IOC Exit (i.e., National Deployment): VAOITOEDVHAReleaseApproval for Veterans Health Administration (VHA) related applications/patches (refer to REL-1.3 for guidance) that require VHA approval for IOC Exit. 64

For those applications/patches that do not submit for IOC Entry but need to submit for IOC Exit (e.g., applications/patches that do not field test at health care facilities such as web-based, cloudbased, registries, and national databases), complete the IOC Entry Request and Exit Summary template in full (both Sections 1 and 2) and submit to: VAOITOEDVHAReleaseApproval. Required artifacts that should accompany the submission are identified on the ProPath Required Artifacts Page. Initial Operating Capability Entry Request and Exit Summary (see Section 2.8 for required documents) Updated Initial Operating Capability Entry Request and Exit Summary Updated Issue Brief VHA Release Management Approval Request Project Manager Release Request Process Site Technical Services Project Repository (TSPR) Initial Operating Capability Entry Request and Exit Summary Guide More Info The VHA Release Approval Process is in addition to the involvement of VHA members on the project's IPT due to the level of approvals required. It is recommended that the project team allow at least ten (10) business days to secure approval for established projects; allow more than ten business days if the project is new or includes multiple enhancements or patches/namespaces. Ensure both Sections 1 and 2 of the IOC Entry Request and Exit Summary template are complete. Process Activity Name: REL-2.12 Provide VHA Release Management Approval for IOC Exit REL-2.11 Request VHA Release Management Approval 65

REL-PR1 Conduct Peer Review of Deployment, Training, and Sustainment Transition Acceptance Plans The VHA Release Management Team facilitates the Release Management Approval Process to obtain VHA Stakeholder approvals for Initial Operating Capability (IOC) exit submissions regarding VHA-related applications/patches. The list of approving Stakeholders depends on the nature of the application/patch as submitted; appropriate Stakeholders are notified by email. The VHA Release Management Team does not release software. Deployment Plan Initial Operating Capability Entry Request and Exit Summary Initial Operating Capability Site Concurrence Statements Initial Operating Capability Site Evaluation Log Issue Brief Production Operations Manual (including the Installation Guide) Software Quality Assurance Review Checklist Training Plan VHA Release Management Approval Request Email Notification Issue Brief (Approved) Updated Initial Operating Capability Entry Request and Exit Summary VHA Approval for IOC Exit VHA Release Management Team Release Request Process Site Technical Services Project Repository (TSPR) Initial Operating Capability Entry Request and Exit Summary Guide More Info The project cannot proceed with IOC Exit until the VHA Release Management Team sends the VHA approval notice via email. 66

Process Activity Name: REL-PR1 Conduct Peer Review of Deployment, Training and Sustainment Transition Acceptance Plans REL-2.12 Provide VHA Release Management Approval for IOC Exit REL-FR1 Conduct Formal Review of Deployment, Training and Sustainment Transition Acceptance Plans The Project Manager conducts the Peer Review of the Deployment, Training, and Sustainment Transition Acceptance Plans in accordance with the Quality Assurance Standard (appropriate sections pertaining to Peer Reviews) performing the following general steps: - Distribute the Peer Review Materials. - Review the Peer Review Materials. - Distribute the Consolidated Peer Review Findings. - Record the Finding Resolutions. - Implement the Finding Resolutions. The goal of the peer review of the Deployment, Training, and Sustainment Transition Acceptance Plans is to resolve any questions the project team may have and to ensure quality of the deliverable. Deployment Plan Project Management Plan Sustainment Transition Acceptance Plan Deployment, Training, and Sustainment Transition Acceptance Plans Review Findings Summary Record of Notification Updated Deployment Plan Updated Project Management Plan Updated Sustainment Transition Acceptance Plan Project Manager 67

Quality Assurance Standard More Info Process Activity Name: REL-FR1 Conduct Formal Review of Deployment, Training, and Sustainment Transition Acceptance Plans REL-PR1 Conduct Peer Review of Deployment, Training, and Sustainment Transition Acceptance Plans REL-FR1-DEC01 Approved? The Project Manager conducts the Formal Reviews of the Deployment, Training, and Sustainment Transition Acceptance Plans in accordance with the Quality Assurance Standard (appropriate sections pertaining to Formal Reviews) performing the following general steps: - Plan the Formal Review. - Review the Formal Review Materials. - Implement the Finding Resolutions. The goal of the formal review is to obtain stakeholder concurrence of the Deployment, Training, and Transition Plans and appropriate approval signatures. To this end, the Deployment, Training, and Sustainment Transition Acceptance Plans Review Findings Summary, the Deployment Plan, Training Plan, and Sustainment Transition Acceptance Plan from the Peer Review are reviewed and new findings are captured in a new Deployment, Training, and Sustainment Transition Acceptance Plans Review Findings Summary. Deployment Plan Project Management Plan Sustainment Transition Acceptance Plan Training Plan 68

Artifact Review Agenda and Minutes Deployment, Training, and Transition Plans Review Findings Summary Updated Deployment Plan (Approval Signatures Included) Updated Project Management Plan (Approval Signatures Included) Updated Sustainment Transition Acceptance Plan (Approval Signatures Included) Project Manager Digital Signature Guide Quality Assurance Standard More Info Process Activity Name: REL-FR1-DEC01 Approved? REL-FR1 Conduct Formal Review of Deployment, Training, and Sustainment Transition Acceptance Plan Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-MS2 Conduct Milestone 2 Review If No, REL-2.4 Prepare Product for Release VHA Release Management determines if the Transition Plan is approved. If yes the next activity is REL-MS2 Conduct Milestone 2 Review. If no the next activity is REL-2.4 Prepare Product for Release. VHA Release Management Team 69

Process Activity Name: REL-MS2 Conduct Milestone 2 Review REL-1 Conduct Initial Operating Capability Activities And REL-2 Plan Release Deployment REL-3 Distribute Release The Office of Responsibility (OOR) coordinates a review of the project materials for a Milestone 2 review and upon acceptance provides formal notification that work may enter the Active Implementation for the increment. The review should include the OOR Deputy Assistant Secretary/Deputy Chief Information Officer or designee during a Milestone 2 Review. Voting members at the Milestone 2 Review include representatives from Architecture, Strategy and Design (ASD), Office of Information Security (OIS), Product Development (PD), Service Delivery and Engineering (SDE), and Section 508 Program Office. If the project is approved, the OOR updates the Project Management Accountability System (PMAS) dashboard indicating the project has been approved to enter the "Active Implementation" state. The project schedule is updated accordingly. If the project is determined to not be ready for PMAS Milestone 2, the OOR informs the Project Manager on areas needing project enhancements. The ProPath Required Artifacts Page contains the specific listing of required artifacts for Milestone Review 2 needed to exit the Active Development state. ESE Release Office Approval MS2 Template Signed Customer Acceptance Form Sustainment Transition Acceptance Plan (final) (VHA Impact) VHA Approval for IOC Exit (VHA Impact) Milestone 2 Action Items and Observations Updated PMAS Dashboard Office of Responsibility 70

PMAS Business Office Assessment and Reporting User View PMAS Dashboard Technical Services Project Repository (TSPR) Work Information Tracking System (WITS) Change to Project Management Accountability System (PMAS) Guide V5.0 (VAIQ 7606746) Project Management Accountability System (PMAS) Guide Quality Assurance Standard VA Directive 6071, Project Management Accountability System (PMAS) VA EA Enterprise Technical Architecture (ETA) Compliance Criteria More Info The Milestone 2 Review Template can be found at the PMAS Business Office Web site. The PMAS Dashboard landing page is open to all users in the VA network. For technical support regarding the PMAS Dashboard, select the link in the area titled I m Looking for Site Help; and select the link Submit Help Desk Support Ticket. For general questions or inquiries regarding the PMAS Dashboard, submit an email to VA PMAS Business Office. Process Activity Name: REL-3 Distribute Release The set of Distribute Release process and review activities is selected from the Release Management Main Map via the REL-3 link. REL-3.1 Release Product REL-3.2 Initiate Change REL-3.3 Verify Final Configuration REL-3.4 Distribute Release REL-3.5 Execute Backout/Roll Back/Rework Procedures REL-3.6 Update VBA Transformational Deployment Calendar REL-3.7 Send Notification of Release Status REL-3.8 Close Request for Change 71

Process Activity Name: REL-3.0-DEC01 VHA Health Product? REL-MS2 Conduct Milestone 2 Review Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-3.1 Release Product If No, REL-3.2 Initiate Change The Health Product Support Release Coordinator determines if the product is a VHA Release Product Health Product Support Release Coordinator Process Activity Name: REL-3.1 Release Product REL-3-DEC01 VHA Health Product? REL-3.2 Initiate Change For product releases that impact VHA, the assigned Health Product Support Release Coordinator releases the product based on the guidelines found in the Health Product Support Release of Products and Patches Guide. Veterans Health Administration Issue Brief Automatic Generated Email Health Product Support Release Coordinator 72

Health Product Support Enterprise Application Completion and Release Checklist Health Product Support Release of Products and Patches Guide Health Product Support Release Coordinator IPT Membership Guide Health Product Support VistA Completion and Release Checklist More Info Process Activity Name: REL-3.2 Initiate Change REL-3.1 Release Product Or REL-3.0-DEC01 VHA Health Product? REL-3.3 Verify Final Configuration The Change Coordinator interfaces with the Change Submitter and is responsible for ensuring that the necessary information to identify the basic requirements associated with the change have been identified. It is critical that the change management process is consistent in quality and completeness and rejects invalid requests. The Change Coordinator determines if there is sufficient information to create the change request and creates a new change request within the Change Management Process. The Change Coordinator contacts the Change Submitter if additional information is required. The Change Manager ensures that standardized processes are developed and adhered to. Automatic Generated Email Incidents Problems Notifications to Affected and Responsible Entities Registered Request for Change Change Coordinator 73

BMC Remedy IT Service Management - Incident Console IBM Rational ClearCase IBM Rational ClearQuest National Change Control Board Website Software Configuration Management Plan Standard More Info Process Activity Name: REL-3.3 Verify Final Configuration REL-3.2 Initiate Change REL-3.4 Distribute Release The Configuration Manager documents the final configuration and makes it available for retrieval. Software Configuration Management Procedures Final Configuration Approval Document Configuration Manager More Info See Configuration Management Process Map for additional guidance. 74

Process Activity Name: REL-3.4 Distribute Release REL-3.3 Verify Final Configuration REL-3.4-DEC01 Install Successful? The Project Manager approves distribution of the release. All configuration items are distributed in a release package using proper methods of distribution detailed in the Deployment Plan. The Project Manager uses the Release Office Point of Contact (POC) Review Results to ensure all required artifacts are included in the Release Package. Deployment Plan Final Configuration Approval Document Notifications to Affected and Responsible Entities Registered Request for Change Release Office Point of Contact (POC) Review Results Version Document Release Package Project Manager More Info See Configuration Management Process Map for additional guidance. Process Activity Name: REL-3.4-DEC01 Install Successful? REL-3.4 Distribute Release 75

Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-3.4-DEC02 VBA Impact? If No, REL-3.5 Execute Backout/Roll Back/ Rework Procedures The Project Manager determines if the installation was successful. Project Manager Process Activity Name: REL-3.4-DEC02 VBA Impact? REL-3.4-DEC01 Install Successful? Note: There is a decision dependency that determines the next activity to be performed. If Yes, REL-3.6 Update VBA Transformational Deployment Calendar If No, REL-3.7 Send Notification of Release Status The Project Manager determines if there is VBA impact. Project Manager Process Activity Name: REL-3.5 Execute Backout/Roll Back/Rework Procedures REL-3.4-DEC01 Install Successful? REL-3.5-DEC01 Rollback Successful? 76

The Implementation Manager, working with members of the release team, executes back-out/roll back as described in the Installation Back-out Rollback Plan, and/or performs rework procedures as needed to resolve issues with the deployment and to provide issue resolution information to the Project Manager. The Project Manager analyzes the issue and determines the point in the lifecycle that should be readdressed and updates the Deployment Plan. The Project Manager updates the Incident Response Plan as necessary based upon the findings in the incident report and corrective actions taken to resolve the issue. Deployment Plan Incident Report Incident Response Plan Installation Back-out Rollback Plan Release Package Updated Deployment Plan Updated Incident Report Updated Incident Response Plan Updated Registered Request for Change Project Manager More Info See Change Management Process Map for additional guidance. Process Activity Name: REL-3.5-DEC01 Rollback Successful? REL-3.5-DEC01 VBA Impact? Note: There is a decision dependency that determines the next activity to be performed. 77

If Yes, REL-3.4-DEC02 VBA Impact? If No, REL-3.5 Execute Backout/Roll Back/Rework Procedures Determines if Back-out, Roll Back, or Rework needs to be accomplished. Project Manager Process Activity Name: REL-3.6 Update VBA Transformational Deployment Calendar REL-3.4-DEC02 VBA Impact? REL-3.7 Send Notification of Release Status The Project Manager updates the Benefit Product Support (BPS) Transformational Deployment Calendar to reflect deployment status. VBA Transformational Deployment Calendar Deployment Calendar Weekend Report Updated VBA Transformational Deployment Calendar Project Manager Benefits Product Support (BPS) SharePoint Site Excerpt from VBA Transformational Deployment Calendar User Guide (UG) Release Management 78

More Info Process Activity Name: REL-3.7 Send Notification of Release Status REL-3.4-DEC02 VBA Impact? Or REL-3.6 Update VBA Transformational Deployment Calendar REL-3.8 Close Request for Change The Project Manager sends a Notification of Successful Release to all stakeholders and customers including but not limited to the following: - Business Customer Representative - Business Owner Representative - Head of Product Development or designee - Head of Service Development and Engineering or designee - Enterprise System Engineering (ESE) Release Office Representative - Other Stakeholders (as necessary) - Security Office Representative (if required) Project Management Plan Communication Plan Sections Release Notification Project Manager 79

More Info Process Activity Name: REL-3.8 Close Request for Change REL-3.7 Send Notification of Release Status None The Change Coordinator updates and closes the Request for Change. Registered Request for Change Release Notification Completed (Successfully or Unsuccessfully) Registered Request for Change Change Coordinator More Info END OF PROCESS 80