Process REL Ext

Release Management
ProPath
Office of Information and Technology

Table of Contents
Release Management Process Maps ....................................................... 1
Process: Release Management ................................................................ 7
Release Management Description and Goals........................................................ 9
Description ............................................................................................................ 9
Goals ...................................................................................................................... 9
Release Management RACI Information .............................................................. 10
Release Management Process.............................................................................. 19
Process Activity Name: REL-1 Conduct Initial Operating Capability Activities
.............................................................................................................................. 19
Process Activity Name: REL-1.1 Commence ESE Release Office Review ..... 19
Process Activity Name: REL-1.2 Conduct Initial Operating Capability Entry
Meeting ................................................................................................................ 20
Process Activity Name: REL-1.2-DEC01 VHA Impact? .................................... 21
Process Activity Name: REL-1.3 Request VHA Release Management
Approval for IOC Entry ....................................................................................... 22
Process Activity Name: REL-MR1 VHA Stakeholder Approval Review .......... 23
Process Activity Name: REL-MR1-DEC01 Approved? ..................................... 24
Process Activity Name: REL-MS1-IOC Conduct Milestone 1 IOC Review ..... 25
Process Activity Name: REL-1.4 Conduct Initial Operating Capability
Planning Meeting ................................................................................................ 26
Process Activity Name: REL-1.5 Perform Initial Operating Capability
Evaluation ............................................................................................................ 27
Process Activity Name: REL-1.6 Collect Concurrences and Initial Operating
Capability Evaluation Data ................................................................................. 28
Process Activity Name: REL-1.7 Update Issues, Anomalies, Exceptions and
Risks .................................................................................................................... 29
Process Activity Name: REL-1.8 Conduct Health Product Support Review .. 31
Process Activity Name: REL-1.9 Consolidate Results ..................................... 32
Process Activity Name: REL-MR2 Initial Operating Capability Exit Review .. 33
Process Activity Name: REL-2 Plan Release Deployment .............................. 34
Process Activity Name: REL-2.1 Create Deployment Plan .............................. 35
Process Activity Name: REL-2.2 Define Training Plan .................................... 36
Process Activity Name: REL-2.3 Finalize Sustainment Transition Acceptance
Plan ...................................................................................................................... 37
Process Activity Name: REL-2.3.1 Create/Update Final Sustainment
Transition Acceptance Plan ............................................................................... 38
Process Activity Name: REL-2.3.1-DEC01 HPS Involvement? ........................ 39
Release Management i
Process Activity Name: REL-2.3.2 Upload Sustainment Transition
Acceptance Plan ................................................................................................. 39
Process Activity Name: REL-2.3.3 Conduct Sustainment Transition
Acceptance Planning .......................................................................................... 40
Acceptance Planning .......................................................................................... 41
Process Activity Name: REL-2.3.5 Review Sustainment Transition
Acceptance Plan ................................................................................................. 43
Acceptance Plan ................................................................................................. 44
Process Activity Name: REL-2.3.7 Create Sustainment Transition Acceptance
Plan Findings Report Package........................................................................... 45
Process Activity Name: REL-2.3.8 Evaluate Sustainment Transition
Acceptance Plan Findings Report Package ..................................................... 46
Process Activity Name: REL-2.3.8-DEC01 Ready for HPS Director?.............. 47
Process Activity Name: REL-2.3.8-DEC02 Return to PM ................................. 47
Process Activity Name: REL-2.3.9 Accept Sustainment Transition
Acceptance Plan ................................................................................................. 48
Process Activity Name: REL-2.3.9-DEC01 Ready for PM? .............................. 49
Process Activity Name: REL-2.3.10 Receive Sustainment Transition
Acceptance Plan Findings Report ..................................................................... 49
Process Activity Name: REL-2.3.11 Post HPS Accepted Sustainment
Transition Acceptance Plan ............................................................................... 50
Process Activity Name: REL-2.3.12 Return to PM ............................................ 51
Process Activity Name: REL-2.4 Prepare Product for Release ....................... 51
Process Activity Name: REL-2.5 Request Site Readiness Assessment ........ 53
Process Activity Name: REL-2.6 Accept Increment ......................................... 54
Process Activity Name: REL-2.6.1 Prepare Customer Acceptance Form ...... 54
Process Activity Name: REL-2.6.2 Validate Infrastructure in Place or Funded
.............................................................................................................................. 55
Process Activity Name: REL-2.6.3 Obtain Acceptance by Customer ............. 56
Process Activity Name: REL-2.6.4 Notify Stakeholder of Increment
Acceptance .......................................................................................................... 57
Process Activity Name: REL-2.6.4-DEC01 Accepted? ..................................... 58
Process Activity Name: REL-2.7 Obtain Finished Operational Acceptance
Plan ...................................................................................................................... 58
Process Activity Name: REL-2.8 Request ESE Release Readiness Office
Approval .............................................................................................................. 59
Process Activity Name: REL-2.9 Provide ESE Release Readiness Office
Approval .............................................................................................................. 60
Process Activity Name: REL-2.9-DEC01 Approved.......................................... 61
Release Management ii
Process Activity Name: REL-2.10 Obtain Finished Sustainment Transition
Acceptance Plan ................................................................................................. 62
Approval .............................................................................................................. 63
Process Activity Name: REL-2.12 Provide VHA Release Management
Approval for IOC Exit .......................................................................................... 64
Process Activity Name: REL-PR1 Conduct Peer Review of Deployment,
Training and Sustainment Transition Acceptance Plans ................................ 65
Process Activity Name: REL-FR1 Conduct Formal Review of Deployment,
Training, and Sustainment Transition Acceptance Plans ............................... 66
Process Activity Name: REL-FR1-DEC01 Approved? ...................................... 67
Process Activity Name: REL-MS2 Conduct Milestone 2 Review .................... 68
Process Activity Name: REL-3 Distribute Release ........................................... 69
Process Activity Name: REL-3.0-DEC01 VHA Health Product? ...................... 70
Process Activity Name: REL-3.1 Release Product ........................................... 70
Process Activity Name: REL-3.2 Initiate Change ............................................. 71
Process Activity Name: REL-3.3 Verify Final Configuration ........................... 72
Process Activity Name: REL-3.4 Distribute Release ........................................ 73
Process Activity Name: REL-3.4-DEC01 Install Successful? .......................... 74
Process Activity Name: REL-3.4-DEC02 VBA Impact? .................................... 74
Process Activity Name: REL-3.5 Execute Backout/Roll Back/Rework
Procedures .......................................................................................................... 75
Process Activity Name: REL-3.5-DEC01 Rollback Successful? ..................... 76
Process Activity Name: REL-3.6 Update VBA Transformational Deployment
Calendar ............................................................................................................... 76
Process Activity Name: REL-3.7 Send Notification of Release Status ........... 77
Process Activity Name: REL-3.8 Close Request for Change .......................... 78
Release Management iii

Release Management Process Maps
Release Management
home overview rac i help
Office of Responsibility
MS2
REL-1
Project Manager
REL-2 REL-3
Conduct Plan Distribute
Initial Operating
Release Deployment Release
Capability Activities
The links in this process map are inactive. Please scroll to view activity data. 1
Release Management: REL-1 Conduct Initial Operating Capability Activities
Release Officer
home proce ss ove rvie w raci he lp
Engineering
Enterprise
Systems REL-1.1
Commence
ESE Release Office
Review
VHA Release
Management
No
M Approve d?
Yes
Health Product
Coordinator
REL-1.8
Support
Release
Conduct
Health Product
Support Review
Implementation
REL-1.6
Operating
Capability
REL-1.5
Manager
Collect
Perform
Initial
Initial Operating Concurrences and

Capability Initial Operating
Evaluation Capability
Evaluation Data
Yes
REL-1.3 REL-1.4
REL-1.2 REL-1.7 REL-1.9
Request Conduct No
Conduct Update VHA
Project Manager
VHA Release Initial Operating Consolidate

Initial Operating Issues, Anomalies, Impact?
Management Capability Results
Capability Exceptions and Risks
Approval for IOC Planning Meeting
Entry Meeting
Entry
Yes
VHA No MS1 M
Impact? IOC
Release Management: REL-2 Plan Release Deployment
home proce ss ove rvie w raci he lp
ESE Release Officer
No
REL-2.9
Provide Approve d?
ESE Release Officer
Approval
Yes
VHA Release
Management
No
REL-2.12
Yes Provide
Approve d? VHA Release
Management
Approval for IOC
Exit
REL-2.4 REL-2.5 REL-2.8 No

Prepare
Request Request VHA F
Impact?
Site Readiness ESE Release Officer
Product for Release
Assessment Approval
Yes P
Project Manager
REL-2.3 REL-2.11
Finalize REL-2.6 Request
Sustainment Accept VHA Release
Transition Increment Management
Acceptance Plan Approval
REL-2.10
REL-2.7 Obtain
REL-2.1 No Yes Finished
Obtain
Create Acce pte d? Sustainment
Finished Operational
Deployment Plan Transition
Acceptance Plan Acceptance Plan
Training Manager
REL-2.2
Define
Training Plan
Release Management: REL-2.3 Finalize Sustainment Transition Acceptance Plan
home process back overview raci help
Director Health Product

REL-2.3.9
Accept
Support
Sustainment
Transition
Acceptance Plan
No
Ready for PM?
Yes
No
REL-2.3.11
REL-2.3.1
Post
Create/Update HPS HPS Accepted
Final Sustainment Involvement?
Sustainment
Transition
Transition
Project Manager
Acceptance Plan
Yes Acceptance Plan
REL-2.3.2 REL-2.3.10
Upload Receive
Sustainment Sustainment
Transition Transition
Acceptance Plan Acceptance Plan
Findings Report
Tier 3 (T3) Sustainment
REL-2.3.7 REL-2.3.12
REL-2.3.3 REL-2.3.5
Create Return
Manager
Conduct Review
Sustainment
Sustainment Sustainment to PM
Transition
Transition Transition
Acceptance Plan
Acceptance Planning Acceptance Plan
Findings Report
Package
Health Product Support
REL-2.3.8 Yes
REL-2.3.4 REL-2.3.6 Evaluate
Conduct Review Sustainment Ready
Sustainment Sustainment
Tier 2 (T2)
Transition for HPS

Specialist
Transition Transition Acceptance Plan Director?

Acceptance Planning Acceptance Plan Findings Report
Package No
No Return Yes
to
PM?
Release Management: REL-2.6 Accept Increment
home proc ess bac k overview rac i help
Project Manager
REL-2.6.1 REL-2.6.4
Prepare Notify
Stakeholder of
Customer
Increment
Acceptance Form Acceptance
Engineering Implementation
Service Delivery and
Manager
REL-2.6.2
Validate
Infrastructure in
Place or Funded
REL-2.6.3
Customer
Obtain
Acceptance by
Customer
Release Management: REL-3 Distribute Release
Configuration
home proc ess overview rac i help
Manager
REL-3.3
Verify
Final Configuration
REL-3.4
Install Yes
Distribute S uc c essful?
Release
No No
VBA
Impac t?
Project Manager
Yes
REL-3.6
REL-3.5
Update
Execute
VBA
Backout/Roll Back/
Rework Transformational
Deployment
Procedures
Calendar
REL-3.7
No Rollbac k Yes Send
S uc c essful?
Notification of
Release Status
Coordinator
REL-3.2 REL-3.8
Change
Initiate Close
Change Request For Change
Health Product
No
Coordinator
REL-3.1
Support
Release
VHA
Yes
Health Release
Produc t?
Product
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-1.8 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-2.3.5 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
Release Management 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-2.10 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
Release Management Description and Goals
Description
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.
Release Management RACI Information
The following describes the RACI information for this process:
Responsible Role: Enterprise Systems Engineering Release Readiness Officer

Accountable Role: Initiative Leads
Responsible Role: Project Manager

Accountable Role: Director, Software Development

Responsible Role: VHA Release Management Team

Accountable Role: VHA Release Management Team Lead
Consulted Role: National Service Desk (NSD) Process Integration Team, Stakeholder(s)
Informed Role: Business Owner, Enterprise Systems Engineering Release Officer, Health
Product Support Release Coordinator, Service Delivery and Engineering Management,
Stakeholder Offices, Security Reviewer

Consulted Role: Office of Responsibility, Project Manager, Service Delivery and Engineering
Management, Stakeholder(s)
Informed Role: Assistant Secretary for Information and Technology

Consulted Role: Product Development Implementation Manager, Service Delivery and
Engineering Implementation Manager
Responsible Role: Initial Operating Capability Implementation Manager

Accountable Role: Executive Director, Enterprise Systems Engineering
Responsible Role: Initial Operating Capability Implementation Manager

Accountable Role: Executive Director, Enterprise Systems Engineering
Consulted Role: National Service Desk (NSD) Process Integration Team

Responsible Role: Health Product Support Release Coordinator

Accountable Role: Health Product Support Manager

Consulted Role: Initial Operating Capability Implementation Manager

Consulted Role: Business Owner, Enterprise Systems Engineering Release Officer,
Stakeholder(s)

Accountable Role: Office of Responsibility
Responsible Role: Training Manager


Consulted Role: Integrated Project Team

Responsible Role: Tier 3 (T3) Sustainment Manager

Accountable Role: Director, Health Product Support
Responsible Role: Tier 2 (T2) Health Product Support Specialist

Accountable Role: Tier 2 (T2) Health Product Support Division Director


REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report

Package

REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report

Package

Responsible Role: 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

Accountable Role: Program Manager

REL-2.3.12 Return to PM


Informed Role: Stakeholder(s)

Consulted Role: Integrated Project Team

Responsible Role: Service Delivery and Engineering Implementation Manager
Accountable Role: Project Manager
Responsible Role: Customer

Accountable Role: Unassigned



Responsible Role: Enterprise Systems Engineering Release Officer

Consulted Role: Integrated Project Team Member

Responsible Role: VHA Release Management Team

Accountable Role: VHA Release Management Team Lead
Consulted Role: Stakeholder(s)
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

Responsible Role: Office of Responsibility

Accountable Role: OI&T SES Program Coordinator
Consulted Role: Section 508 Program Office Audit Team
Responsible Role: Health Product Support Release Coordinator

Accountable Role: Health Product Support Manager
Responsible Role: Change Coordinator

Accountable Role: Project Manager
Responsible Role: Configuration Manager

Accountable Role: Director, Product Assessment

Consulted Role: Enterprise Systems Engineering Release Readiness Officer


Responsible Role: Change Coordinator

Release Management Process
Process Activity Name: REL-1 Conduct Initial Operating Capability
Activities
REL-2 Plan Release DeploymentPrevious Process Activity
None
Next Process Activity
Description
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-MS1 IOC Conduct Milestone 1 IOC Review
Process Activity Name: REL-1.1 Commence ESE Release Office
Review
Previous Process Activity
None
Description
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.
Artifacts Used
Tailored List of ESE Requirements
Artifacts Created
Email concerning Artifact Status and Deficiencies
Responsible Role
Enterprise Systems Engineering Release Readiness Officer
Tools and Websites

Rational Team Concert
Standards
NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to
Federal Information Systems
NIST Special Publication 800-40, Guide to Enterprise Patch Management Technologies
More Info
None Listed

Entry Meeting
Description
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,
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.
Artifacts Used
Capacity and Performance Engineering ORR Analysis Report Conformance Validation Package
Data Transfer Agreements (if needed)
Enterprise Testing Services Analysis Report
Final ESE Testing Plan
Master Test Plan
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
Artifacts Created
Artifact Review Agenda and Minutes
Initial Operating Capability Entry Request and Exit Summary (Entry Request portion)
Updated Project Management Plan (Risk Management Plan sections)
Responsible Role
Project Manager
Tools and Websites

Standards
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.
Process Activity Name: REL-1.2-DEC01 VHA Impact?
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
Description
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.
Responsible Role
Project Manager

Approval for IOC Entry
Description
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.
Artifacts Used
IOC Entry Request and Exit Summary (See Section 2.8 for required documents)
Artifacts Created
Updated Initial Operating Capability Entry Request and Exit Summary (Entry Request portion)
VHA Release Management Approval Request Email
Responsible Role
Project Manager
Tools and Websites

Standards
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.
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-MR1-DEC01 Approved?
Description
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.
Artifacts Used
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 Description Document
Artifacts Created
Email Notification
Responsible Role
VHA Release Management Team
Tools and Websites

Release Request Process Site
Technical Services Project Repository (TSPR)
Standards
More Info
None Listed
Process Activity Name: REL-MR1-DEC01 Approved?


If Yes, REL-MS1 IOC Conduct Milestone 1 IOC Review
If No, REL-1.2 Conduct Initial Operating Capability Entry Meeting

Description
The VHA Stakeholder Approval Review obtains Stakeholder agreement to begin the Initial
Operating Capability Entry Evaluation.
Responsible Role
Process Activity Name: REL-MS1-IOC Conduct Milestone 1 IOC

Review
Or
REL-MR1-DEC01 Approved
Description
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.
Artifacts Used
Acceptance Criteria Plan
Initial Operating Capability Entry Request and Exit Summary
MS1-IOC Review Template
Artifacts Created
Milestone 1 - IOC Action Items & Observations
Updated PMAS Dashboard
Responsible Role
Project Manager
Tools and Websites

PMAS Dashboard
Work Information Tracking System (WITS)
Standards
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.
Planning Meeting
Description
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.
Artifacts Used
Initial Operating Capability Site Memorandum of Understanding
Master Test Plan
VHA Approval for IOC Entry (if product release impacts VHA)
Artifacts Created
Responsible Role
Project Manager
Tools and Websites

Standards
More Info
None Listed
Process Activity Name: REL-1.5 Perform Initial Operating Capability

Evaluation
Description
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
Artifacts Used
IOC Site Evaluation Defect Log and Concurrence Statement
Master Test Plan
Registered Request for Change
Test Site Memorandum of Understanding (signed)
Artifacts Created
Updated IOC Site Evaluation Defect Log and Concurrence Statement
Responsible Role
Initial Operating Capability Implementation Manager
Tools and Websites

IBM Rational ClearCase
IBM Rational ClearQuest
IBM Rational Quality Manager
Standards
None Listed
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-1.7 Update Issues, Anomalies. Exceptions and Risks
Description
The Initial Operating Capability Implementation Manager obtains the IOC Site Evaluation
Defect Log and Concurrence Statement.
Artifacts Used
IOC Site Evaluation Defect Log and Concurrence Statement
Artifacts Created
Updated IOC Site Evaluation Defect Log and Concurrence Statement
Updated Initial Operating Capability Entry Request and Exit Summary
Responsible Role
Initial Operating Capability Implementation Manager
Tools and Websites

Standards
None Listed
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.
Process Activity Name: REL-1.7 Update Issues, Anomalies,
Exceptions and Risks
Description
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.
Artifacts Used
Initial Operating Capability Site Evaluation Defect Log and Concurrence Statement
Artifacts Created
Updated Initial Operating Capability Entry Request and Exit Summary (IOC Exit Summary
Section)
Responsible Role
Project Manager
Tools and Websites

Standards
None Listed
More Info
See ProPath Change Management Process Map for more guidance.
If Yes, REL-1.8 Conduct Health Product Support Review

If No, REL-1.9 Consolidate Results
Description
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.
Responsible Role
Project Manager
Process Activity Name: REL-1.8 Conduct Health Product Support

Review
Description
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.
Artifacts Used
Master Test Plan
Artifacts Created
Responsible Role
Health Product Support Release Coordinator
Tools and Websites

BMC Remedy IT Service Management - Incident Console
Standards
Health Product Support Account Maintenance Guide
Health Product Support VA 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
More Info
None Listed
Process Activity Name: REL-1.9 Consolidate Results

Or
Description
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.
Artifacts Used
Artifacts Created
MS2 Review Template
Responsible Role
Project Manager
Tools and Websites

Standards
More Info
None Listed
Process Activity Name: REL-MR2 Initial Operating Capability Exit

Review
Description
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
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.
Artifacts Used
MS2 Review Template
Artifacts Created
Updated MS2 Review Template
Responsible Role
Project Manager
Tools and Websites

Standards
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 ActivitiesPrevious Process Activity
None
Description
The set of Plan Release Deployment process and review activities is selected from the Release
Management Main Map via the REL-2 link:

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:
And
Description
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
Artifacts Used
Architecture and Design Documents
Artifacts Created
Deployment Plan
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
Software Configuration Management Plan Standard
More Info
None Listed
Process Activity Name: REL-2.2 Define Training Plan

And
REL-2.3 Finalize Sustainment Transition Acceptance PlanPrevious Process
Activity
Description
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 multi-
level 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.
Artifacts Used
Deployment Plan
Release Notes
Artifacts Created
Updated Project Management Plan
Responsible Role
Training Manager
Tools and Websites

None Listed
Standards
None Listed
More Info
Contact the VALU IT National Training and Education Office at the mail group VA IT Training
Requests.
Process Activity Name: REL-2.3 Finalize Sustainment Transition
Acceptance Plan
And
REL-2.2 Define Training PlanPrevious Process Activity
Description
The set of Finalize Transition Plan process and review activities is selected from the REL-2 map
via the REL-2.3 link:

REL-2.3.10 Receive Sustainment Transition Acceptance Plan Findings Report Package
Process Activity Name: REL-2.3.1 Create/Update Final Sustainment
Transition Acceptance Plan
And
Description
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.
Artifacts Used
Project Quad Chart
Sustainment Transition Acceptance Plan (Draft)
Sustainment Transition Acceptance Plan Findings Report Package
System Design Document
Artifacts Created
Updated Sustainment Transition Acceptance Plan
Responsible Role
Project Manager
Tools and Websites

Health Product Support (HPS) SharePoint Site
Government-Hosted Cloud/Shared Infrastructure Estimating
Standards
VA Cost Estimating Guide
CAE Cost Estimating Process Guide
GAO Cost Estimating and Assessment 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?
If Yes, REL-2.3.2 Upload Sustainment Transition Acceptance Plan
If No, REL-2.4 Prepare Product for Release
Description
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.
Responsible Role
Project Manager
Process Activity Name: REL-2.3.2 Upload Sustainment Transition

Acceptance Plan
Note: The next activities are performed concurrently
Description
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.
Artifacts Used
Artifacts Created
Updated Health Product Support (HPS) SharePoint Site
Responsible Role
Project Manager
Tools and Websites

Standards
More Info
See the "Submit Sustainment Transition Acceptance Plan" link in the quick launch bar on top left
of the HPS Main Page
Acceptance Planning
REL-2.3.4 Conduct Sustainment Transition Acceptance PlanningPrevious

Process Activity
And
Description
The Tier 3 (T3) Sustainment Manager conducts Sustainment Transition Acceptance Planning,
leveraging information from available project documents.
Artifacts Used
Business Requirements Document
Integrated Project Team Charter
Project Charter
Artifacts Created
Updated Action Item Tracker
Updated HPS SharePoint Site Project Folder Contents
Responsible Role
Tier 3 (T3) Sustainment Manager
Tools and Websites

Standards
More Info
The reviewer uses all relevant project information during Sustainment Transition Acceptance
Planning.
Acceptance Planning
REL-2.3.3 Conduct Sustainment Transition Acceptance PlanningPrevious
Process Activity
Note: The next activities are performed concurrently
REL-2.3.5 Review Sustainment Transition Acceptance
And
REL-2.3.6 Review Sustainment Transition Acceptance
Description
Tier 2 (T2) Health Product Support Specialist conducts Sustainment Transition Acceptance
Planning, leveraging information from available project documents.
Artifacts Used
Project Charter
Artifacts Created
Updated Action Item Tracker
Updated HPS SharePoint Site Project Folder Contents
Responsible Role
Tier 2 (T2) Health Product Support Specialist
Tools and Websites

Standards
More Info
The reviewer uses all relevant project information during Sustainment Transition Acceptance
Planning.
Acceptance Plan
REL-2.3.6 Review Sustainment Transition Acceptance PlanPrevious Process
Activity
Description
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.
Artifacts Used
Project Charter
Artifacts Created
Responsible Role
Tools and Websites

Standards
More Info
None Listed

Acceptance Plan
REL-2.3.5 Review Sustainment Transition Acceptance PlanPrevious Process
Activity
Description
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.
Artifacts Used
Project Charter
Artifacts Created
Responsible Role
Tools and Websites

Standards
More Info
None Listed
Process Activity Name: REL-2.3.7 Create Sustainment Transition

Acceptance Plan Findings Report Package
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'
Description
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.
Artifacts Used
Artifacts Created
Responsible Role
Tools and Websites

Standards
More Info
None Listed
Process Activity Name: REL-2.3.8 Evaluate Sustainment Transition

Acceptance Plan Findings Report Package
Description
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.
Artifacts Used
Artifacts Created
Sustainment Transition Acceptance Plan Findings Report Package Evaluation Email (approved)
or (rejected)
Responsible Role
Tools and Websites

Standards
More Info
None Listed
Process Activity Name: REL-2.3.8-DEC01 Ready for HPS Director?

If Yes, REL-2.3.9 Accept Sustainment Transition Acceptance Plan
If No, REL-2.3.8-DEC02 Return to PM?
Description
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.
Responsible Role
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'
Description
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.
Responsible Role
Process Activity Name: REL-2.3.9 Accept Sustainment Transition
Acceptance Plan
Description
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.
Artifacts Used
Artifacts Created
Sustainment Transition Acceptance Plan Findings Report Package (Approved)
Responsible Role
Director, Health Product Support
Tools and Websites

Standards
More Info
None Listed
Process Activity Name: REL-2.3.9-DEC01 Ready for PM?
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'
Description
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.
Responsible Role
Director, Health Product Support
Process Activity Name: REL-2.3.10 Receive Sustainment Transition

Acceptance Plan Findings Report
Description
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.
Artifacts Used
Artifacts Created
Responsible Role
Project Manager
Tools and Websites

Standards
None Listed
More Info
None Listed
Process Activity Name: REL-2.3.11 Post HPS Accepted Sustainment

REL-2.3.10 Receive Sustainment Transition Acceptance Plan
Description
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.
Artifacts Used
Artifacts Created
Sustainment Transition Acceptance Plan (Accepted)
Responsible Role
Project Manager
Tools and Websites

Standards
None Listed
More Info
None Listed
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
Description
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.
Artifacts Used
Artifacts Created
Sustainment Transition Acceptance Plan Findings Report Package Email
Responsible Role
Tools and Websites

Standards
None Listed
More Info
None Listed
Process Activity Name: REL-2.4 Prepare Product for Release

And
And
Description
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.
Artifacts Used
Deployment Plan
Artifacts Created
Release Announcement
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
More Info
None Listed
Process Activity Name: REL-2.5 Request Site Readiness Assessment

Description
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.
Artifacts Used
Deployment Plan
Release Announcement
Artifacts Created
Notification of Site Readiness
Responsible Role
Project Manager
Tools and Websites
None Listed
Standards
None Listed
More Info
Process Activity Name: REL-2.6 Accept Increment

REL-2.5-Dec01 Accepted?
Description
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

Process Activity Name: REL-2.6.1 Prepare Customer Acceptance
Form
Description
The Project Manager prepares the Customer Acceptance Form. The Project Manager signs this to
indicate that all increment requirements have been met.
Artifacts Used
Notification of Site Readiness
Artifacts Created
Customer Acceptance Form (Acceptance Criteria Plan - Attachment A)
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
More Info
None Listed
Process Activity Name: REL-2.6.2 Validate Infrastructure in Place or

Funded
Description
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.
Artifacts Used
Artifacts Created
Updated Customer Acceptance Form (Acceptance Criteria Plan - Attachment A)
Responsible Role
Service Delivery and Engineering Implementation Manager
Tools and Websites
None Listed
Standards
More Info
None Listed
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,
Description
The Customer signs the Customer Acceptance Form indicating acceptance or rejection of the
increment.
Artifacts Used
Artifacts Created
Signed Customer Acceptance Form
Responsible Role
Customer
Tools and Websites

None Listed
Standards
More Info
None Listed
Process Activity Name: REL-2.6.4 Notify Stakeholder of Increment

Acceptance
Description
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.
Artifacts Used
Artifacts Created
Email of Acceptance/Rejection
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
More Info
None Listed
Process Activity Name: REL-2.6.4-DEC01 Accepted?
If Yes, REL-2.7 Obtain Finished Operational Acceptance Plan

Description
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.
Responsible Role
Project Manager
Process Activity Name: REL-2.7 Obtain Finished Operational

Acceptance Plan
REL-2.6-DEC01 Accepted
Description
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.
Artifacts Used
Email of Acceptance/Rejection
Artifacts Created
Updated Operational Acceptance Plan
Responsible Role
Project Manager
Tools and Websites

Standards
More Info
Process Activity Name: REL-2.8 Request ESE Release Readiness

Office Approval
Description
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.
Artifacts Used
Baselined Version of Required Artifacts
Artifacts Created
Email Review Request
Responsible Role
Project Manager
Tools and Websites

Remedy
Standards
More Info
None Listed
Process Activity Name: REL-2.9 Provide ESE Release Readiness

Office Approval
REL-2.9-DEC01 Approved?
Description
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.
Artifacts Used
Baselined Version of Required Artifacts Email Notification of Deficiencies (if applicable)
Artifacts Created
Complete/Incomplete Notification to VA OIT ESE Release Weekly Report PMAS Milestone
Review Status (Daily Email Message to SDE Voting Members)
Responsible Role
Enterprise Systems Engineering Release Officer
Tools and Websites

Remedy
Standards
More Info
Process Activity Name: REL-2.9-DEC01 Approved

If Yes, REL-2.9-DEC02 VHA Impact?

Description
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.
Responsible Role
Project Manager

REL-2.9-DEC01 Approved?
If Yes, REL-2.10 Obtain Finished Sustainment Transition Acceptance Plan
If No, REL-MS2 Conduct Milestone 2 Review

Description
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.
Responsible Role
Project Manager
Process Activity Name: REL-2.10 Obtain Finished Sustainment
Description
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
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.
Artifacts Used
Artifacts Created
Responsible Role
Project Manager
Tools and Websites

Standards
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.
Approval
Description
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
Description for guidance) that require VHA approval for IOC Exit.
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, cloud-
based, 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.
Artifacts Used
Initial Operating Capability Entry Request and Exit Summary (see Section 2.8 for required
documents)
Artifacts Created
VHA Release Management Approval Request
Responsible Role
Project Manager
Tools and Websites

Standards
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
Acceptance Plans
Description
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.
Artifacts Used
Deployment Plan
Initial Operating Capability Site Concurrence Statements
Initial Operating Capability Site Evaluation Log
Production Operations Manual (including the Installation Guide)
Software Quality Assurance Review Checklist
Training Plan
VHA Release Management Approval Request
Artifacts Created
Email Notification
VHA Approval for IOC Exit
Responsible Role
Tools and Websites
Standards
More Info
The project cannot proceed with IOC Exit until the VHA Release Management Team sends the
VHA approval notice via email.
Process Activity Name: 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
Description
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.
Artifacts Used
Deployment Plan
Artifacts Created
Deployment, Training, and Sustainment Transition Acceptance Plans Review Findings Summary
Record of Notification
Updated Deployment Plan
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
Quality Assurance Standard
More Info
None Listed
Process Activity Name: REL-FR1 Conduct Formal Review of

Deployment, Training, and Sustainment Transition Acceptance Plans
Acceptance Plans
REL-FR1-DEC01 Approved?
Description
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.
Artifacts Used
Deployment Plan
Training Plan
Artifacts Created
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)
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
Digital Signature Guide
More Info
None Listed
Process Activity Name: REL-FR1-DEC01 Approved?

REL-FR1 Conduct Formal Review of Deployment, Training, and Sustainment Transition
Acceptance Plan
If Yes, REL-MS2 Conduct Milestone 2 Review
Description
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.
Responsible Role
Process Activity Name: REL-MS2 Conduct Milestone 2 Review

And
REL-3 Distribute Release
Description
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.
Artifacts Used
ESE Release Office Approval
MS2 Template
Sustainment Transition Acceptance Plan (final) (VHA Impact)
VHA Approval for IOC Exit (VHA Impact)
Artifacts Created
Milestone 2 Action Items and Observations
Updated PMAS Dashboard
Responsible Role
Office of Responsibility
Tools and Websites

PMAS Business Office Assessment and Reporting User View
PMAS Dashboard
Work Information Tracking System (WITS)
Standards
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
None Listed
None Listed
Description
The set of Distribute Release process and review activities is selected from the Release
Management Main Map via the REL-3 link.
Process Activity Name: REL-3.0-DEC01 VHA Health Product?
If Yes, REL-3.1 Release Product

If No, REL-3.2 Initiate Change
Description
The Health Product Support Release Coordinator determines if the product is a VHA Release
Product
Responsible Role
Process Activity Name: REL-3.1 Release Product

REL-3-DEC01 VHA Health Product?
Description
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.
Artifacts Used
IOC Entry Request and Exit Summary
Artifacts Created
Automatic Generated Email
Responsible Role
Tools and Websites

None Listed
Standards
Health Product Support Release of Products and Patches Guide
Health Product Support Release Coordinator IPT Membership Guide
More Info
None Listed
Process Activity Name: REL-3.2 Initiate Change

Or
REL-3.0-DEC01 VHA Health Product?
Description
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.
Artifacts Used
Automatic Generated Email
Incidents
Problems
Artifacts Created
Notifications to Affected and Responsible Entities
Responsible Role
Change Coordinator
Tools and Websites

BMC Remedy IT Service Management - Incident Console
IBM Rational ClearCase
National Change Control Board Website
Standards
Software Configuration Management Plan Standard
More Info
None Listed
Process Activity Name: REL-3.3 Verify Final Configuration

Description
The Configuration Manager documents the final configuration and makes it available for
retrieval.
Artifacts Used
Software Configuration Management Procedures
Artifacts Created
Final Configuration Approval Document
Responsible Role
Configuration Manager
Tools and Websites
None Listed
Standards
None Listed
More Info
See Configuration Management Process Map for additional guidance.
Process Activity Name: REL-3.4 Distribute Release
Description
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 consults with the ESE Release Readiness Officer to ensure all required artifacts
are included in the Release Package.
Artifacts Used
Deployment Plan
Final Configuration Approval Document
Notifications to Affected and Responsible Entities
Artifacts Created
Release Package
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
None Listed
More Info
See Configuration Management Process Map for additional guidance.
Process Activity Name: REL-3.4-DEC01 Install Successful?
If Yes, REL-3.4-DEC02 VBA Impact?
If No, REL-3.5 Execute Backout/Roll Back/ Rework Procedures

Description
The Project Manager determines if the installation was successful.
Responsible Role
Project Manager
Process Activity Name: REL-3.4-DEC02 VBA Impact?

If Yes, REL-3.6 Update VBA Transformational Deployment Calendar
If No, REL-3.7 Send Notification of Release Status

Description
The Project Manager determines if there is VBA impact.
Responsible Role
Project Manager
Process Activity Name: REL-3.5 Execute Backout/Roll Back/Rework
Procedures
REL-3.5-DEC01 Rollback Successful?
Description
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.
Artifacts Used
Deployment Plan
Incident Report
Incident Response Plan
Installation Back-out Rollback Plan
Release Package
Artifacts Created
Updated Deployment Plan
Updated Incident Report
Updated Incident Response Plan
Updated Registered Request for Change
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
None Listed
More Info
See Change Management Process Map for additional guidance.
Process Activity Name: REL-3.5-DEC01 Rollback Successful?
If Yes, REL-3.4-DEC02 VBA Impact?
If No, REL-3.5 Execute Bckout/Roll Back/Rework Procedures

Description
Determines if Back-out, Roll Back, or Rework needs to be accomplished.
Responsible Role
Project Manager
Process Activity Name: REL-3.6 Update VBA Transformational

Deployment Calendar
Description
The Project Manager updates the Benefit Product Support (BPS) Transformational Deployment
Calendar to reflect deployment status.
Artifacts Used
VBA Transformational Deployment Calendar
Artifacts Created
Deployment Calendar Weekend Report
Updated VBA Transformational Deployment Calendar
Responsible Role
Project Manager
Tools and Websites

Benefits Product Support (BPS) SharePoint Site
Standards
Excerpt from VBA Transformational Deployment Calendar User Guide (UG) Release
Management
More Info
None Listed
Process Activity Name: REL-3.7 Send Notification of Release Status

Or
Description
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)
Artifacts Used
Project Management Plan – Communication Plan Sections
Artifacts Created
Release Notification
Responsible Role
Project Manager
Tools and Websites

None Listed
Standards
None Listed
More Info
None Listed
Process Activity Name: REL-3.8 Close Request for Change

None
Description
The Change Coordinator updates and closes the Request for Change.
Artifacts Used
Release Notification
Artifacts Created
Completed (Successfully or Unsuccessfully) Registered Request for Change
Responsible Role
Change Coordinator
Tools and Websites

None Listed
Standards
None Listed
More Info
None Listed
END OF PROCESS.

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Release Management

Office of Information and Technology

Release Management iii

Initial Operating Concurrences and

VHA Release Initial Operating Consolidate

ESE Release Officer

REL-2.4 REL-2.5 REL-2.8 No

Director Health Product

Transition for HPS

Transition Transition Acceptance Plan Director?

REL-1.1 Commence ESE Release Office Review

Responsible Role: Enterprise Systems Engineering Release Readiness Officer

REL-1.2 Conduct Initial Operating Capability Entry Meeting

Responsible Role: Project Manager

REL-1.3 Request VHA Release Management Approval for IOC Entry

Responsible Role: Project Manager

REL-MR1 VHA Stakeholder Approval Review

Responsible Role: VHA Release Management Team

REL-MS1-IOC Conduct Milestone 1 IOC Review

Responsible Role: Project Manager

Responsible Role: Project Manager

REL-1.5 Perform Initial Operating Capability Evaluation

Responsible Role: Initial Operating Capability Implementation Manager

REL-1.6 Collect Concurrences and Initial Operating Capability Evaluation Data

Responsible Role: Initial Operating Capability Implementation Manager

REL-1.7 Update Issues, Anomalies, Exceptions and Risks

Responsible Role: Project Manager

REL-1.8 Conduct Health Product Support Review

Responsible Role: Health Product Support Release Coordinator

REL-1.9 Consolidate Results

Responsible Role: Project Manager

Responsible Role: Project Manager

REL-2.1 Create Deployment Plan

Responsible Role: Project Manager

REL-2.2 Define Training Plan

Responsible Role: Training Manager

REL-2.3.1 Create/Update Final Sustainment Transition Acceptance Plan

Responsible Role: Project Manager

REL-2.3.2 Upload Sustainment Transition Acceptance Plan

Responsible Role: Project Manager

REL-2.3.3 Conduct Sustainment Transition Acceptance Planning

Responsible Role: Tier 3 (T3) Sustainment Manager

Responsible Role: Tier 2 (T2) Health Product Support Specialist

REL-2.3.5 Review Sustainment Transition Acceptance Plan

Responsible Role: Tier 3 (T3) Sustainment Manager

REL-2.3.6 Review Sustainment Transition Acceptance Plan

Responsible Role: Tier 2 (T2) Health Product Support Specialist

REL-2.3.7 Create Sustainment Transition Acceptance Plan Findings Report

Responsible Role: Tier 3 (T3) Sustainment Manager

REL-2.3.8 Evaluate Sustainment Transition Acceptance Plan Findings Report

Responsible Role: Tier 2 (T2) Health Product Support Specialist

REL-2.3.9 Accept Sustainment Transition Acceptance Plan

Responsible Role: Director, Health Product Support

Responsible Role: Project Manager

REL-2.3.11 Post HPS Accepted Sustainment Transition Acceptance Plan

Responsible Role: Project Manager

Responsible Role: Tier 3 (T3) Sustainment Manager

REL-2.4 Prepare Product for Release

Responsible Role: Project Manager

REL-2.5 Request Site Readiness Assessment

Responsible Role: Project Manager

REL-2.6.1 Prepare Customer Acceptance Form

Responsible Role: Project Manager

REL-2.6.2 Validate Infrastructure in Place or Funded