GEL PD V2 0 09.11.2015

Solution Engineering Government Equipment List Development Process of 14

Solution EngineeringGovernment Equipment List (GEL)

Development ProcessManual Transmittal

Effective Date<Date, MM/DD/YYYY>

Purpose This transmits a revised Solution Engineering, Government Equipment List (GEL) Development Process.

Material Changes Complete Revision to minimize the time to procure equipment

Effect on Other Documents Version 1.0 dated June 22, 2012 is superseded.

Audience The Government Equipment List Development Process is applicable to all Information Technology (IT) organizations, contractors, and other stakeholders having responsibility for developing Government Equipment Lists.

Signature

Sri RaoDirector, Solution Engineering

OS:CTO:ES:SE:PM-GEL_PD_v2.0-09032015


Change History

Version Number Version Date Change Description/Purpose

Location Type Nature of Change(s)

V2.0 09/09/2015 All M Re-written to minimize the time to procure equipment

A - ADDED M - MODIFIED D - DELETED



Table of Contents1. Introduction.....................................................................................................................................41.1 Administration..........................................................................................................................4

2. Overview........................................................................................................................................ 42.1 Process Description................................................................................................................42.2 Goal.........................................................................................................................................42.3 Objectives............................................................................................................................... 4

3. Workflow.........................................................................................................................................43.1 Main Process Diagram............................................................................................................53.2 Inputs...................................................................................................................................... 63.3 Outputs....................................................................................................................................63.4 Activities..................................................................................................................................63.5 Roles.......................................................................................................................................7

4. Process Control..............................................................................................................................74.1 Controls...................................................................................................................................74.2 Metrics.....................................................................................................................................74.3 Policies....................................................................................................................................74.3.1 Process Management......................................................................................................84.3.2 People..............................................................................................................................84.3.3 Process............................................................................................................................84.3.4 Technology and Tools......................................................................................................8

4.4 Tailoring Guidelines.................................................................................................................85. Training.......................................................................................................................................... 96. Procedure.......................................................................................................................................96.1 Purpose of Procedure.............................................................................................................96.2 GEL 1.0: Conduct GEL Pre-Coordination................................................................................96.2.1 GEL 1.0 Flow Diagram...................................................................................................10

6.3 GEL 2.0: Develop GEL and assigned checklist Items...........................................................106.3.1 GEL 2.0 Flow Diagram...................................................................................................11

6.4 GEL 3.0: Disposition GEL.....................................................................................................116.4.1 GEL3.0 Flow Diagram....................................................................................................12

7. Appendix A...................................................................................................................................137.1 Acronyms.............................................................................................................................. 137.2 Glossary................................................................................................................................13

8. Appendix B...................................................................................................................................148.1 GEL Pre-Coordination Checklist...........................................................................................14



1. IntroductionThis document describes the formal process for implementing the requirements of the Government Equipment List process. It provides an operational definition of the major components of the process and how to perform each step in the process. This document also describes the logical arrangements of steps that are essential to successfully completing the process and achieving its desirable outcome.

1.1 AdministrationAll proposed changes to this document must be submitted in writing, with supporting rationale, to the Solution Engineering.

2. OverviewA process is defined as “A set of related of activities that accomplish a common goal”. The process definition laid out in this document further breaks down these Activities into Tasks, each of which have a complete set of attributes defined such as data and tool specifications and the role(s) responsible for executing the tasks. The document also includes process goal and objectives, metrics, role definitions, policies and other process related attributes.

2.1 Process DescriptionGovernment Equipment List is the process responsible for providing guidance in the creation and review of Government Equipment Lists, including relationships, to support the other ITSM processes.

2.2 GoalThe process goal describes a specific purpose or achievement toward which the efforts of the process are directed. Each process has a specific focus and when combined with the other processes, forms a comprehensive framework for delivering and managing services.

To support Application Development Projects develop GELS that are reviewed by Solution Engineering, contain all of the information required by the Acquisitions Process, and submitted within limited time restraints.

2.3 ObjectivesProcess objectives describe material outcomes that are produced or achieved by the process. The following is a list of objectives for this process:

To minimize the time to acquire equipment for project needs. To provide an accurate understanding of the actions required by projects to more efficiently support the Enterprise

Life Cycle (ELC).

3. WorkflowA workflow consists of Activities and Tasks, Inputs and Outputs, Roles, and Flow Diagrams. It describes the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step of the process.



3.1 Main Process Diagram



3.2 InputsProcess inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process:

Name Description SupplierCustomer Service Requests

Customer requested services via the Engineering Front Door Project Manager

Funding Authorization Funding Data Strings Project Manager

Design Specification Report (DSR)

Physical Design Specifications based on Customer Requirements

Technical Solution Process

3.3 OutputsEach process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality.

Name Description Recipient

Government Equipment List

A complete description of hardware, software, and/or services to be procured.

ES Acquisitions Process

Checklist Items(See Appendix B) Items for Acquisitions ES Acquisitions

3.4 ActivitiesAn activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above.

ID Name Description

GEL 1.0 Conduct GEL Pre-Coordination

A meeting to coordinate all requirements listed in the GEL Pre-Coordination Checklist.

GEL 2.0Develop GEL and Assigned Checklist Items

Activities conducted to collect information required by the GEL Checklist and to describe equipment proposed for procurement

GEL 3.0 Disposition GEL A review for possible approval of the proposed GEL by Solution Engineering’s Director (or designate).



3.5 RolesEach process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

Name DescriptionProject Manager Applications Development Project Leader

Engineering Lead Conducts the Pre-Coordination Meeting Assigns all Checklist Items and timelines Accountable for Engineering Team Member activities

Engineering Team Member

Develop GEL Develop all other Checklist Items

Acquisition Analyst POC for acquire HardwareOperations Analyst POC for Enterprise Ops.Higher Authority SE Director, Responsible for final DispositionsStakeholder Member of the business community requiring services

4. Process ControlActivities involved in ensuring a process is predictable, stable, and consistently operating at the target level of performance.

4.1 ControlsProcess controls represent the policies and guiding principles on how the process will operate. Controls provide direction over the operation of processes and define constraints or boundaries within which the process must operate.

Name Description

SE GEL Process The GEL Process is a required activity mandated by the Solution Engineering

Process Metrics The GEL Process monitors to what degree the GEL Process is being used.

4.2 MetricsMetrics are used for the quantitative and periodic assessment of a process. They should be associated with targets that are set based on specific business objectives. Metrics provide information related to the goals and objectives of a process and are used to take corrective action when desired results are not being achieved and can be used to drive continual improvement of process effectiveness and efficiency.

Management will regularly set targets for process performance, gather quantifiable data related to different functions of the Government Equipment List process, and review that data in order to make informed decisions and take appropriate corrective action, if necessary. All Measurements will have a defined data dictionary, map to the organizational strategic goals, and be documented in a Process Measurement Plan. The Process Measurement Plan template is available in the IT PAL.



4.3 PoliciesPolicies outline a set of plans or courses of action that are intended to influence and determine decisions or actions of a process. Policies provide an element of governance over the process that provides alignment to business vision, mission and goals.

4.3.1 Process ManagementStatement: The Government Equipment List process will have a single Process Owner and a separate Process Manager, responsible for implementation and ensuring adherence to the process. The process will be reviewed regularly to ensure that it continues to support the business requirements of the enterprise. The process will be designed and developed based on ROI to the business. Process metrics will be focused on providing relevant information as opposed to merely presenting raw data.

4.3.2 PeopleStatement: Roles and responsibilities for the process must be clearly defined and appropriately staffed with people having the required skills and training. Upper management to the staff and business customers of IT must clearly and regularly communicate the mission, goals, scope and importance of the process. All IT staff (direct and indirect users of the process) shall be trained at the appropriate level to enable them to support the process.

Rationale: It is imperative that people working in, supporting or interacting with the process in any manner understand what they are supposed to do. Without that understanding Government Equipment List will not be successful.

4.3.3 Process Statement: The Process Owner must approve modifications to the Government Equipment List process. The design of the process must include appropriate interfaces with other processes to facilitate data sharing, escalation and workflow. The process must be capable of providing data to support real-time requirements as well as historical/trending data for overall process improvement initiatives. The process must be fully documented, published and accessible to the various stakeholders of the process. The process will be reviewed on a periodic basis in order to ensure it continues to support organizational goals and objectives (continuous improvement). The process must include Inputs, Outputs, Controls, Metrics, Activities, Tasks, Roles and Responsibilities, Tool and Data requirements along with documented process flows. The process will be kept straight forward, rational, and easy to understand.

Rationale: The process must meet operational and business requirements.

4.3.4 Technology and ToolsStatement: All tools selected must conform to the enterprise architectural standards and direction. Existing in-house tools and technology will be used wherever possible, new tools will only be entertained if they satisfy a business need that cannot be met by current in-house tools. The selection of supporting tools must be process driven and based on the requirements of the business. Selected tools must provide ease of deployment, customization and use. The selected tools must support heterogeneous platforms. Automated workflow, notification and escalation will be deployed wherever possible to minimize delays, ensure consistency, reduce manual intervention and ensure appropriate parties are made aware of issues requiring their attention. The tools used by this process are the following:

GEL TemplateGEL Pre-Coordination Checklist

Rationale: Technology and tools should be used to augment the process capabilities, not become an end themselves.

4.4 Tailoring GuidelinesThe tailoring guidelines identify the allowable variations of the IT organization’s standard process as needed for adjustments (adding, deleting, modifying) relative to specific operational or functional needs of another organization. Process tailoring is about roles and procedures, not the standard process or



major activities defined in this process. All tailoring request, with supporting rationale, must be submitted in writing to and approved by the Government Equipment List owner.

5. TrainingProcess training involves training all stakeholders about key processes that are crucial for an organization to deliver business objectives. Training provides clarity to employees on a set of procedures that needs to be carried out as part of the process and the best possible way to do them. List below the training resources available for this process:

GEL Overview, ELMS course #52798

6. Procedure

6.1 Purpose of ProcedureThis document defines the step-by-step instructions on how to conduct the activities used to implement the GEL process in Solution Engineering. The purpose of a procedure document is to institutionalize and formalize the preferred method of performing tasks that staff is using. The objective is to have everyone using the same tools and techniques and follow the same repeatable steps so that the organization can quantify how well the procedure is working and train future staff members who may not currently know the routine. Ensuring consistency is a critical component for ensuring optimum efficiency.

6.2 GEL 1.0: Conduct GEL Pre-CoordinationID Task Name and Description Role RACIGEL 1.1 Schedule and conduct Pre-

Coordination meeting Exit conditional on receipt of proof of

funding authorization

Engineering Lead

Project Manager

Engineering Team Members

Aqcuistions Analyst

Operations Analyst

Stakeholders

A,R

C

C

C

C

I

GEL 1.2 Project Overview Project Manager R

GEL1.3 Assign Gel Development Engineering Lead

Engineering Team MemberA,R

C

GEL 1.4 Assign responsibility and timeline for each Checklist Item (Not including the GEL),(See Appendix B)

Engineering Lead

Engineering Team MemberA,R

C



6.2.1 GEL 1.0 Flow Diagram

6.3 GEL 2.0: Develop GEL and assigned checklist ItemsID Task Name and Description Role RACIGEL 2.1 Develop GEL Engineering Lead

Engineering Team Member(s)R

C

GEL 2.2 Determine if virtual servers can be utilized.

Provide a justification for using Physical Servers (if required).

Engineering Lead


C

GEL 2.3 Acquire Market Surveys Engineering Team Member(s) R

GEL 2.4 Complete Block 15 of the Justification for Other Than Full and Open Competition (JOFOC) if required.

Engineering Lead


C

GEL 2.5 Develop Statement of Work (SOW) if required

Engineering Lead


C

GEL 2.6 Obtain completed Voluntary Product Assessability Template (VPAT) from vendors

Engineering Lead


C



6.3.1 GEL 2.0 Flow Diagram

6.4 GEL 3.0: Disposition GELID Task Name and Description Role RACI

GEL 3.1 Disposition GEL (Approve or

Disapprove) Inform ES Acquisitions and

Engineering Lead of Disposition

Higher Authority

Acquisitions Analyst

Engineering Lead

A,R

I

I

GEL 3.2 Receive GEL Disposition Engineering Lead

Acquisition AnalystR

R



6.4.1 GEL3.0 Flow Diagram



7. Appendix A

7.1 Acronyms

Acronyms DefinitionACIO Assistant Chief Information OfficerELC Enterprise Life CycleELMS Enterprise Learning Management ServiceEOPs Enterprise OperationsES Enterprise ServicesGEL Government Equipment ListIT Information TechnologyITSM Information Technology Service ManagementJOFOC Justification for Other Than Full and Open CompetitionPAL Process Asset LibrarySE Solution EngineeringSOW Statement of WorkRACI Responsible, Accountable, Consulted, and InformedROI Return on InvestmentVPAT Voluntary Product Assessability Template

7.2 Glossary

Term Definition

GEL A detailed list of the hardware and software equipment to be acquired

JOFOC Federal Acquisition Regulation requiring the justification for not using full and open cempetition in purchasing hardaware and/or software

SOW

A Statement of Work (SOW) is a generic term used to refer to purchase descriptions, specifications, commercial item descriptions, or formal or voluntary standards. The SOW describes the agency's requirement. It should address the who, what, when, where and how of the requirement. A well written SOW is very important in ensuring that a government requirement is satisfied.

VPATA VPAT is a vendor-generated statement (using the required template) that provides relevant information on how a vendor's product or service claims to conform to the Section 508 standards.

RACI

The RACI model is based on the principle that people act in one of four ways when executing a task. It accounts for the fact that more than one role may be active in performing a specific task while clearly defining specific responsibilities for that role. While many roles may be involved in a task only one is Accountable for the results. The actions are: R Responsible for the action (may do the task) A Accountable for the action (including approval) C Required to be Consulted on the action I Required to be Informed of the action If a task does not have an Accountable role indicated then the Responsible role is assumed to be accountable for the task.



8. Appendix B

8.1 GEL Pre-Coordination Checklist

Government Equipment List (GEL)Pre-Coordination Checklist

1 GEL template completed?

2

Justification for using Physical Servers completed (if necessary)?

3 ES Acquisitions notified?

4

Current Market Surveys (quotes) included? NOTE: quotes are valid for 30 days.

5

Funding email provided from Budget Analyst to include funding string, routing path, and requisition sequence?

6 JOFOC block 15, justification for exceptions completed?

7 Determine if SOW is required in addition to JOFOC.

8

Voluntary Product Assessability Template (VPAT) provided by vendor(s)?


GEL PD V2 0 09.11.2015

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