vendor access management · vendor access management description and goals description vendor...
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Vendor Access Management
Process Asset Library
Office of Information and Technology
Vendor Access Management ii
Table of Contents Vendor Access Management Process Map ............................................. 1
Process: Vendor Access Management .................................................... 2 Vendor Access Management Description and Goals ........................................... 3
Description ............................................................................................................ 3 Goals ...................................................................................................................... 3
Vendor Access Management RACI Information .................................................... 4 Vendor Access Management Associated Artifacts Information .......................... 8 Vendor Access Management Tools and Web Sites Information .......................... 8 Vendor Access Management Standards Information ........................................... 8 Vendor Access Management Process ................................................................... 9
Process Activity Name: VAM-01 Respond to Vendor Inquiry ........................... 9 Process Activity Name: VAM-02 Complete Vendor Record ............................ 10 Process Activity Name: VAM-03 Vendor Approved? ....................................... 11 Process Activity Name: VAM-04 Notification of Vendor Assignment ............ 11 Process Activity Name: VAM-05 Prepare Meeting Analysis Package ............ 12 Process Activity Name: VAM-06 Complete Meeting Analysis ......................... 13 Process Activity Name: VAM-07 Schedule Visit? ............................................. 14 Process Activity Name: VAM-08 Schedule Vendor Visits ............................... 15 Process Activity Name: VAM-09 Vendor Appeal? ............................................ 16 Process Activity Name: VAM-10 Approve Recommendations ........................ 17 Process Activity Name: VAM-11 Schedule Visit? ............................................. 18 Process Activity Name: VAM-12 Vendor Appeal? ............................................ 18 Process Activity Name: VAM-13 Finalize Recommendations ......................... 19 Process Activity Name: VAM-14 Schedule Visit? ............................................. 20 Process Activity Name: VAM-15 Respond to Vendor ...................................... 20 Process Activity Name: VAM-16 Update Vendor Record ................................ 21
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Vendor Access Management Process Map
Vendor Access Management 2
Process: Vendor Access Management Overview: The process map for Vendor Access Management cycles through the following process and review activities:
VAM-01 Respond to Vendor Inquiry VAM-02 Complete Vendor Record VAM-03 Vendor Approved? VAM-04 Notification of Vendor Assignment VAM-05 Prepare Meeting Analysis Package VAM-06 Complete Meeting Analysis VAM-07 Schedule Visit? VAM-08 Schedule Vendor Visits VAM-09 Vendor Appeal? VAM-10 Approve Recommendations VAM-11 Schedule Visit? VAM-12 Vendor Appeal? VAM-13 Finalize Recommendations VAM-14 Schedule Visit? VAM-15 Respond to Vendor VAM-16 Update Vendor Record
Vendor Access Management 3
Vendor Access Management Description and Goals Description Vendor Access Management's purpose is to ensure that vendor requests for access to the VA are managed, controlled, and coordinated. Vendor specific information is properly captured and stored in the vendor record. All vendor inputs are received, acknowledged, and appropriate actions taken to provide timely and accurate responses to schedule appropriate meetings based upon vendor input and existing vendor record information.
Goals Vendor Access Management ensures:
- All vendor inputs are captured and vendor records updated
- Each vendor meeting request is addressed
- Appropriate meetings are scheduled
- Actions taken are communicated back to the vendor
- Adequate government preparation for vendor meetings
Vendor Access Management 4
Vendor Access Management RACI Information The following describes the RACI information for this process:
VAM-01 Respond to Vendor Inquiry Responsible Role: Vendor Management Office Staff
Accountable Role: Vendor Management Office Staff Lead
Consulted Role: None Listed
Informed Role: None Listed
VAM-02 Complete Vendor Record Responsible Role: Vendor Management Office Staff
Accountable Role: Vendor Management Office Staff Lead
Consulted Role: None Listed
Informed Role: None Listed
VAM-03 Vendor Approved? Responsible Role: Vendor Management Office Staff
Accountable Role: Vendor Management Office Staff Lead
Consulted Role: None Listed
Informed Role: None Listed
VAM-04 Notification of Vendor Assignment Responsible Role: Vendor Management Office Staff
Accountable Role: Vendor Management Office Staff Lead
Consulted Role: None Listed
Informed Role: None Listed
VAM-05 Prepare Meeting Analysis Package Responsible Role: Vendor Management Office Staff Lead
Vendor Access Management 5
Accountable Role: Director, Vendor Management Office
Consulted Role: None Listed
Informed Role: None Listed
VAM-06 Complete Meeting Analysis Responsible Role: Vendor Management Office Staff Lead
Accountable Role: Director, Vendor Management Office
Consulted Role: None Listed
Informed Role: None Listed
VAM-07 Schedule Visit? Responsible Role: Vendor Management Office Staff Lead
Accountable Role: Director, Vendor Management Office
Consulted Role: None Listed
Informed Role: None Listed
VAM-08 Schedule Vendor Visits Responsible Role: Vendor Management Office Staff
Accountable Role: Vendor Management Office Staff Lead
Consulted Role: None Listed
Informed Role: None Listed
VAM-09 Vendor Appeal? Responsible Role: Vendor Management Office Staff Lead
Accountable Role: Director, Vendor Management Office
Consulted Role: None Listed
Informed Role: None Listed
VAM-10 Approve Recommendations
Vendor Access Management 6
Responsible Role: Director, Vendor Management Office
Accountable Role: Executive Director
Consulted Role: None Listed
Informed Role: None Listed
VAM-11 Schedule Visit? Responsible Role: Director, Vendor Management Office
Accountable Role: Executive Director
Consulted Role: None Listed
Informed Role: None Listed
VAM-12 Vendor Appeal? Responsible Role: Director, Vendor Management Office
Accountable Role: Executive Director
Consulted Role: None Listed
Informed Role: None Listed
VAM-13 Finalize Recommendations Responsible Role: Executive Director
Accountable Role: Deputy Assistant Secretary, IT Resource Management
Consulted Role: None Listed
Informed Role: None Listed
VAM-14 Schedule Visit? Responsible Role: Executive Director
Accountable Role: Director, Vendor Management Office
Consulted Role: None Listed
Informed Role: None Listed
Vendor Access Management 7
VAM-15 Respond to Vendor Responsible Role: Director, Vendor Management Office
Accountable Role: Executive Director
Consulted Role: None Listed
Informed Role: None Listed
VAM-16 Update Vendor Record Responsible Role: Vendor Management Office Staff
Accountable Role: Vendor Management Office Staff Lead
Consulted Role: None Listed
Informed Role: None Listed
Vendor Access Management 8
Vendor Access Management Associated Artifacts Information Associated Artifacts information (including hyperlinks) for this process includes:
Vendor Record
Vendor Access Management Tools and Web Sites Information The Tools and Web Sites associated with this process (including hyperlinks) include:
Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Vendor Access Management Standards Information Standards associated with this process (including hyperlinks) include:
Vendor Access Management Standard Operating Procedures
Vendor Rules of Engagement
Vendor Access Management 9
Vendor Access Management Process Process Activity Name: VAM-01 Respond to Vendor Inquiry Previous Activities Process Begins
Next Activities VAM-02 Complete Vendor Record
Description The Vendor Management Office (VMO) Staff receives notification of vendor interest through various sources, captures vendor information creating the vendor record and responds to the Vendor with a Vendor Package which includes forms and information via email.
Input Vendor Inquiry
Output Vendor Package
Vendor Record
Associated Artifacts Vendor Record
Responsible Role Vendor Management Office Staff
Accountable Role Vendor Management Office Staff Lead
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
Vendor Access Management 10
More Info All artifacts used, created, and standards documents provided by the VMO are contained on the Vendor Management Office SharePoint Portal which requires specific permission to access.
Refer to Vendor Access Management Standard Operating Procedures for content of Vendor Package.
Process Activity Name: VAM-02 Complete Vendor Record Previous Activities VAM-01 Respond to Vendor Inquiry
Next Activities VAM-03 Vendor Approved?
Description The Vendor Management Office (VMO) Staff receives completed Vendor Package and updates the Vendor Record.
Once the Vendor information is validated for socio-economic status and other criteria (as detailed in the Vendor Access Management Standard Operating Procedures) the Vendor is notified by email or phone of any issues affecting continuing action.
Input Vendor Package
Vendor Record
Output Updated Vendor Record
Vendor Notification
Associated Artifacts Vendor Record
Responsible Role Vendor Management Office Staff
Accountable Role Vendor Management Office Staff Lead
Consulted Role None Listed
Informed Role None Listed
Vendor Access Management 11
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info The Vendor Access Management Standard Operating Procedures includes the complete list of resources that may be accessed to approve Vendors.
Process Activity Name: VAM-03 Vendor Approved? Previous Activities VAM-02 Complete Vendor Record
Next Activities If "Yes":
VAM-04 Notification of Vendor Assignment
Or
If "No":
Process Ends
Description Vendor Management Office Staff provides their approval (Yes) or not (No).
Responsible Role Vendor Management Office Staff
Accountable Role Vendor Management Office Staff Lead
Consulted Role None Listed
Informed Role None Listed
Process Activity Name: VAM-04 Notification of Vendor Assignment Previous Activities VAM-03 Vendor Approved?
Next Activities VAM-05 Prepare Meeting Analysis Package
Vendor Access Management 12
Description The Vendor Management Office (VMO) Staff identifies the appropriate VMO Lead through analysis of the Vendor's core capabilities and notifies the Vendor and VMO Lead of assignment via email.
Input Vendor Record
Output Confirmation Email
Associated Artifacts Vendor Record
Responsible Role Vendor Management Office Staff
Accountable Role Vendor Management Office Staff Lead
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Rules of Engagement
More Info None Listed
Process Activity Name: VAM-05 Prepare Meeting Analysis Package Previous Activities VAM-04 Notification of Vendor Assignment
Next Activities VAM-06 Complete Meeting Analysis
Vendor Access Management 13
Description The Vendor Management Office (VMO) Staff Lead assembles the Meeting Analysis Package and determines if a meeting is required. If so, they determine who the recommended meeting attendees should be along with meeting priorities, and update the Meeting Analysis Package.
Input Meeting Analysis Checklist (included in SOP)
VA IT Vendor Visit Form (within Vendor Package)
Vendor Capability Document (within Vendor Package)
Output Meeting Analysis Package
Associated Artifacts None Listed
Responsible Role Vendor Management Office Staff Lead
Accountable Role Director, Vendor Management Office
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed
Process Activity Name: VAM-06 Complete Meeting Analysis Previous Activities VAM-05 Prepare Meeting Analysis Package
Next Activities VAM-07 Schedule Visit?
Vendor Access Management 14
Description The Vendor Management Office (VMO) Staff Lead finalizes the Meeting Analysis Package and either schedules the visit or creates the Meeting Recommendation Report for the Director, VMO for Vendors that are declined a visit opportunity and are appealing the decision.
Input Meeting Analysis Package
Output Meeting Recommendation Report
Updated Meeting Analysis Package
Associated Artifacts None Listed
Responsible Role Vendor Management Office Staff Lead
Accountable Role Director, Vendor Management Office
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed
Process Activity Name: VAM-07 Schedule Visit? Previous Activities VAM-06 Complete Meeting Analysis
Next Activities If "Yes":
VAM-08 Schedule Vendor Visits
Vendor Access Management 15
Or
If "No":
VAM-09 Vendor Appeal?
Description Vendor Management Office Staff Lead schedules a visit (Yes) or does not (No) schedule a visit.
Responsible Role Vendor Management Office Staff Lead
Accountable Role Director, Vendor Management Office
Consulted Role None Listed
Informed Role None Listed
Process Activity Name: VAM-08 Schedule Vendor Visits Previous Activities VAM-07 Schedule Visit?
Or
VAM-11 Schedule Visit?
Or
VAM-14 Schedule Visit?
Next Activities VAM-16 Update Vendor Record
Description The Vendor Management Office (VMO) Staff schedules visits for all approved vendors creating a meeting appointment entry in the IT Vendor Management Office (VMO) Shared Calendar.
Input Meeting Recommendation Report
Output IT VMO Shared Calendar Meeting
Associated Artifacts None Listed
Responsible Role Vendor Management Office Staff
Vendor Access Management 16
Accountable Role Vendor Management Office Staff Lead
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed
Process Activity Name: VAM-09 Vendor Appeal? Previous Activities VAM-07 Schedule Visit?
Next Activities If "Yes":
VAM-10 Approve Recommendations
Or
If "No":
Process Ends
Description Vendor appeals (Yes) or does not (No) appeal.
Responsible Role Vendor Management Office Staff Lead
Accountable Role Director, Vendor Management Office
Consulted Role None Listed
Vendor Access Management 17
Informed Role None Listed
Process Activity Name: VAM-10 Approve Recommendations Previous Activities VAM-09 Vendor Appeal?
Next Activities VAM-11 Schedule Visit?
Description The Director, Vendor Management Office (VMO) reviews the Meeting Recommendation Report and either concurs or non-concurs. If the Director, VMO concurs, then the Meeting Recommendation Report is sent to the Executive Director for final decision.
Input Meeting Recommendation Report
Output Updated Meeting Recommendation Report
Associated Artifacts None Listed
Responsible Role Director, Vendor Management Office
Accountable Role Executive Director
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed
Vendor Access Management 18
Process Activity Name: VAM-11 Schedule Visit? Previous Activities VAM-10 Approve Recommendations
Next Activities If "Yes":
VAM-08 Schedule Vendor Visits
Or
If "No":
VAM-12 Vendor Appeal?
Description The Director, Vendor Management Office schedules a visit (Yes) or does not (No) schedule a visit.
Responsible Role Director, Vendor Management Office
Accountable Role Executive Director
Consulted Role None Listed
Informed Role None Listed
Process Activity Name: VAM-12 Vendor Appeal? Previous Activities VAM-11 Schedule Visit?
Next Activities If "Yes":
VAM-13 Finalize Recommendations
Or
If "No":
Process Ends
Description The Vendor Appeals the decision (Yes) or does not (NO) appeal.
Vendor Access Management 19
Responsible Role Director, Vendor Management Office
Accountable Role Executive Director
Consulted Role None Listed
Informed Role None Listed
Process Activity Name: VAM-13 Finalize Recommendations Previous Activities VAM-12 Vendor Appeal?
Next Activities VAM-14 Schedule Visit?
Description The Executive Director reviews the Meeting Recommendations Report and approves meetings recommended to include the Executive Director and those recommended to decline vendor requests. The Executive Director may direct changes to include additional attendees or decline additional meeting requests.
Input Approved Meeting Recommendation Report
Output Updated Approved Meeting Recommendation Report
Associated Artifacts None Listed
Responsible Role Executive Director
Accountable Role Deputy Assistant Secretary, IT Resource Management
Consulted Role None Listed
Informed Role None Listed
Vendor Access Management 20
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed
Process Activity Name: VAM-14 Schedule Visit? Previous Activities VAM-13 Finalize Recommendations
Next Activities If "Yes":
VAM-08 Schedule Vendor Visits
Or
If "No":
VAM-15 Respond to Vendor
Description The Executive Director schedules a visit (Yes) or does not (No).
Responsible Role Executive Director
Accountable Role Director, Vendor Management Office
Consulted Role None Listed
Informed Role None Listed
Process Activity Name: VAM-15 Respond to Vendor Previous Activities VAM-13 Finalize Recommendations
Next Activities VAM-16 Update Vendor Record
Vendor Access Management 21
Description The Director, Vendor Management Office (VMO) sends a Visit Declination Email for those Vendors who were declined a meeting following a review and concurrence by the Executive Director.
Input Meeting Recommendation Report
Output Visit Declination Email
Associated Artifacts None Listed
Responsible Role Director, Vendor Management Office
Accountable Role Executive Director
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed
Process Activity Name: VAM-16 Update Vendor Record Previous Activities VAM-08 Schedule Vendor Visits
Or
VAM-15 Respond to Vendor
Next Activities Process Ends
Vendor Access Management 22
Description The Vendor Management Office (VMO) Staff updates the Vendor Record with new information including the date, time and purpose of scheduled meetings and attendees and verifies that all information is properly recorded. The VMO Staff ensures that the reasoning for accepting or declining meetings is captured.
Input Vendor Record
Output Updated Vendor Record
Associated Artifacts Vendor Record
Responsible Role Vendor Management Office Staff
Accountable Role Vendor Management Office Staff Lead
Consulted Role None Listed
Informed Role None Listed
Tools and Websites Vendor Management Office SharePoint Portal
Vendor Visit Request Tracker (IT Tracker)
VMO Shared Drive
Standards Vendor Access Management Standard Operating Procedures
More Info None Listed END OF PROCESS.