Applicable Doc. 06 - IAM Business Requirements Document (BRD).pdf

Department of Veterans Affairs (VA)

Access and Identity Management (AIM) Program Management Office (PMO)

Veterans Health Administration (VHA) Health Professions Trainee (HPT) and Without Compensation (WOC) Researcher and Provider Integration Business Requirements (BRD)

June 19, 2018

Version 0.6

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document ii June 2018

Revision History

Date Version Description Author

12/01/2017 0.1 Initial draft AIM PMO

01/25/2018 0.2 Revised draft – Updated with workflows for each use case and addressed all the anomalies and comments from stakeholders

AIM PMO

03/30/2018 0.3 Revised draft – Added an alternative flow for onboarding existing HPT use case and addressed additional comments from stakeholders

AIM PMO

04/16/2018 0.4 Revised draft – Added a new requirement for the triggering of an off-boarding event from OAA

AIM PMO

05/07/2018 0.5 Revised draft – Updated the BRD to reflect the new discoveries on Researchers and Providers

AIM PMO

06/15/2018 0.6 Revised draft – Explain differences between the 3 user types

OAA

The Version and Change History Log is to capture the date and description regarding any changes throughout the life of this document.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document iii

Table of Contents

1. Background

2. Integration Approach

3. Business Requirements

Health Professions Trainees and WOC Use Cases

Use Case #1: HPT-OB-UC01 – HPT / WOC Onboarding

Use Case #2: HPT-OB-UC02 – HPT / WOC Updates

Use Case #3: HPT-OB-UC03 – HPT / WOC Off-boarding

Use Case #4: HPT-OB-UC04 – HPT / WOC Emergent Off-boarding

Appendix A – Email Templates

Appendix B – Health Professional Trainees and WOCs Attribute List

Appendix C – Stakeholders

Appendix D – Acronyms

Appendix E – Acceptance Signatures

VHA HPT, WOC Researcher, and Provider Integration Business Requirements

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 1

1. Background

The Veterans Health Administration (VHA) has authority to appoint qualified individuals, involved directly or indirectly in patient care activities, on a without compensation (WOC) basis. Most facilities appoint, as WOC, direct care Providers in Title 38 and Title 38-hybrid occupations and scientific and technical personnel in research (Researchers). Additionally, the Office of Academic Affiliations (OAA) manages approximately 130,000 Health Professions Trainees (HPTs) annually at most VA healthcare facilities. This population includes both With Compensation (Stipend) trainees and Without Compensation (WOC) trainees. Also, the HPTs receiving a stipend do not apply for positions like other VA employees, they are directly selected and receive temporary, time-limited appointments.

The complexity of the identity lifecycle for these temporary and non-paid users creates several unique challenges which necessitate a heavy reliance on manual processes. These manual processes ultimately result in inefficient support to Veterans because of unnecessary delays in onboarding, monitoring (e.g., transfers, access control assignment), and off-boarding. The AIM PMO under the Office of Identity, Credential, and Access Management (OICAM) is spearheading enterprise level initiatives focused on establishing and enhancing enterprise ICAM practices at the VA. The current VA onboarding processes are not standardized across all user types, administrations, facilities, hospitals, and business partners. As part of the integration of the VA Onboarding, Monitoring, and Off-boarding solution (referred to as the VA Onboarding Solution), the AIM PMO is incorporating enterprise-wide standard solutions for managing the identity lifecycle for these unique VHA users.

The VA Onboarding Solution is the enterprise solution for onboarding, monitoring, and off-boarding of VA users. It will begin managing VA Contractors and Employees onboarding and off-boarding events in 2018. This document will define the business requirements to achieve the vision of a fully automated onboarding solution for HPT, both stipend and WOC, as well as WOC Providers and Researchers and be included as an addendum to the existing VA Onboarding Solution BRD. There are portions of this document that are only applicable to the HPT user group. Notation will be made to the use cases that can accommodate the additional groups of WOC Providers and Researchers. The Concept of Operations (CONOPS) below represents the future onboarding process for HPTs, both paid and WOC.

As shown in the CONOPS, the VA will create open requisitions for Stipend and WOC HPTs in USA Jobs allowing selected HPTs to complete the self-enrollment process with required onboarding forms. HPT data

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 2 from self-enrollment will be consumed by USA Staffing through USA Jobs and passed to the VA Onboarding Solution and HR-Smart.

An inefficient onboarding and off-boarding process leads to dissatisfied users and in turn negatively affects retaining a talented workforce. As part of the Enterprise Cybersecurity Strategy Program (ECSP) initiative, OICAM provides support in overseeing the implementation of several access control mechanisms across the VA enterprise for each user type including identity management, enablement and use of PIV credentials for logical access, and centralized provisioning to VA IT resources.

Once the user’s information is integrated with the VA Onboarding Solution, the user will be included in the Continuous Diagnostics and Mitigation (CDM) Program initiatives for monitoring who is on the VA network.

Managed by the Department Homeland Security (DHS), the CDM program provides the approach needed to lower cybersecurity risks at the agency level, improve the nation’s federal cybersecurity posture overall, and meet current federal cybersecurity requirements. CDM is a cybersecurity capability that uses continuous monitoring sensors to scan for and detect cyber threats and weaknesses within information technology (IT) systems and networks. All federal agencies including the VA are directed from Trump’s executive order to follow risk assessment standards established by the National Institute of Standards and Technology (NIST), with NIST Cybersecurity Framework (CSF) at their core. The CDM requirements are defined within the NIST

CSF.

With OAA and VHA Workforce Management and Consulting (WMC) as the business owners, HPT, WOC Provider and WOC Researcher will be defined as user types in the VA by the Data Governance Council (DGC) and will support the person type data requirements. DGC will drive and determine all data related attributes for the VA user types and the authoritative source for each attribute. For purposes of this document, user types will be HPT (to include stipend and WOC) and WOC (to include Provider and Researcher).

2. Integration Approach

The HPT and WOC populations do not have a centralized authoritative data source. To ensure standardized processes across VA, all HPT and WOC will begin utilizing USA Staffing as the entry point for the onboarding process. The USA Staffing data will be passed to both HR-Smart and the VA Onboarding Solution, with HR- Smart becoming the authoritative source after entry on duty (EoD). The VA Onboarding Solution will create the HPT’s and WOC’s digital identity and manage the onboarding process that includes tracking suitability, training, network access, and PIV account creation.

As with VA Employees, HR-Smart will initiate and drive all lifecycle identity management updates and off-boarding actions for HPTs and WOCs using HR Nature of Action (NOA) codes.

a. Assumptions for USA Staffing’s integration with HPT and WOC

i. USA Jobs is going to provide the base profile information for USA Staffing.

ii. Existing WOC and HPT will have to be manually entered in USA Staffing to initiate their profile in HR-Smart and the VA Onboarding Solution

iii. USA Staffing will pass data to HR-Smart and the VA Onboarding solution via established interfaces.

iv. HR-Smart will become the authoritative source post-EOD for the HPT and WOC.

b. Assumptions for HR-Smart’s integration with HPT and WOC

i. All HPT and WOC actions will be managed and recorded via HR-Smart.

ii. The HR Nature of Action (NOA) code changes will be passed to the VA Onboarding solution via the existing interface. These actions will include but not be limited to:

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 3

1. Identification of worker as a HPT or a WOC

2. Name / attribute changes

3. Rotation moves (Refer to HPT15 for definition) – not applicable for WOC

4. Tenure and rotation dates

5. Changes in location

6. Changes in supervisor

7. Changes in department

8. Changes in work schedule

9. Suspension from work

10. Leave from work (Paid and Unpaid)

11. Termination from work

As of March 2018, the funding of USA Staffing to handle the WOC and HPTs has not been determined.

Without this funding, the support for the WOC and HPTs will delay the integration with the VA Onboarding Solution.

3. Business Requirements

The VA Onboarding Solution will manage the identity lifecycle of HPT and WOC and provision / disseminate required data attributes (e.g., First Name, Last Name, SSN, DOB, job title, etc.) from authoritative sources to integrating systems based on defined workflows and business rules. The VA Onboarding Solution shall perform the following:

Receive identity data from USA Staffing and HR-Smart (refer to HPT-OB-UC01)

Utilize the data from HR-Smart or inputs from authorized users to establish a unique identity (refer to

HPT-OB-UC01)

Based on input from USA Staffing or HR-Smart, will facilitate and trigger the following actions in the onboarding process:

o Special Agreement Check (SAC) Adjudication (Department of Veterans Affairs Centralized Adjudication & Background Investigation System (VA-CABS)) (Refer to OB-UC32 and OB-UC33 in the VA Onboarding Solution BRD) o Background Investigation initiation (VA-CABS) (Refer to OB-UC35 and OB-UC36 in the VA Onboarding Solution BRD) o Establishment of training account in Talent Management System (TMS) (Refer to OB-UC29 in the VA Onboarding Solution BRD) o Activation of a disabled training account in Talent Management System (TMS) o Establishment of network, Exchange, and Lync account via Forefront Identity Manager (FIM) in AD (Refer to OB-UC24 in the VA Onboarding Solution BRD) o Establishment of badge request in PIV (Refer to OB-UC40 and OB-UC41 in the VA Onboarding Solution BRD) o Issuance of badge from the PIV system (Refer to OB-UC42 in the VA Onboarding Solution

BRD)

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 4

Monitor the progress of each onboarding step and allow Trainee and WOC Coordinators to view progress for their users

Disable user accounts in the event of off-boarding (refer to HPT-OB-UC03, and HPT-OB-UC04) or at the end of an HPT’s or WOC’s tenure

Note: Tenure is the period of time the HPT or WOC is associated to the VA. An HPT’s or WOC’s tenure with the VA varies between 1 to 7 years and the HPT or WOC could be associated with the VA for a series of consecutive or non-consecutive tenure periods. During a HPT’s tenure (not applicable for WOC), they may rotate to another facility for a limited period. A rotation occurs within the tenure with knowledge that the HPT will be returning to the original facility. During a rotation, no changes will be made to a HPTs accounts or access, and the network account will stay enabled as long as it is being used. When an HPT or WOC has a break from their assignment at the VA for more than 90-days, their network AD and VistA accounts will be disabled but not deleted. If a break greater than 364-days is anticipated, the accounts must be flagged to prevent deletion/termination. A temporary suspension may occur when there is a break between two tenure periods with a known future tenure. At the end of a tenure, when no immediate future tenure is planned, the HPT or WOC will be off-boarded and access and accounts terminated.

The base functional and non-functional requirements listed in the VA Onboarding Solution BRD still apply to HPTs and WOC. Those requirements can be found in Section 7 under Business Requirements. The table below provides the specific requirements for HPTs gathered through sessions with integrating systems.

Requirement ID Requirement Description Priority

HPT01 The VA Onboarding Solution shall label profiles as Health Professions Trainee, WOC Provider or WOC Researcher based on data attributes provided by USA Staffing or HR-Smart.

High

HPT02 The VA Onboarding solution shall provide the ability to distinguish between various user types such as VA Employees, VA Contractors, HPTs, WOC Providers and WOC Researchers.

High

HPT03 The VA Onboarding Solution shall accept and use the HPT’s and WOC’s Tenure Start Date and Tenure End Date from USA Staffing / HR-Smart.

High

HPT04 The VA Onboarding Solution shall synchronize and send SECIDs of HPTs and WOC to HR-Smart.

High

HPT05 When actions are passed from HR-Smart to the VA Onboarding Solution, the VA Onboarding Solution shall initiate appropriate updates in downstream systems such as:

1. AD

2. TMS

3. PIV

4. VA-CABS

High

HPT06 The VA Onboarding shall initiate AD Organizational Unit move for the HPT or WOC if their tenure has ended at the original facility.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 5

HPT07 The VA Onboarding Solution shall not initiate AD Organizational Unit (OU) move for the HPT or WOC if their tenure has not ended at the original facility.

High

HPT08 The VA Onboarding Solution shall provide downstream systems the HPT’s and WOC’s status (if available) to keep the accounts from deletion.

High

HPT09 The VA Onboarding Solution shall track the completion of VA mandatory FISMA training [3185966 – VHA Mandatory Training for Trainees or 10176 - VA Privacy and Information Security Awareness and Rules of Behavior (ROB)] for HPT and WOC AD account creation.

Note: Upon completion of VA 3185966 – VHA Mandatory Training, TMS shall assign and track the completion of VA 3192008 - MTT – Refresher for the HPT’s AD account status.

High

HPT10 The VA Onboarding Solution shall capture and maintain attributes required by TMS, AD, PIV, and VA CABS for HPTs and WOC.

High

HPT11 The VA Onboarding Solution shall capture and maintain attributes provided by USA Staffing and HR-Smart for HPTs and WOC.

High

HPT12 The VA Onboarding Solution shall capture and maintain attributes required by HR-Smart. The attributes shall include:

First Name

Last Name

Middle Name

Suffix

Date of Birth (DOB)

SSN

Gender Sex

City of Birth

State of Birth

Country of Birth

Address (Home)

City (Home)

State (Home)

Postal Code (Home)

Country (Home)

Address (Work)

City (Work)

State (Work)

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 6

Postal Code (Work)

Non-VA Email address

Title

Facility

Supervisor

Badge Type (e.g., PIV, Non-PIV, Flash)

Telework Only

Tenure Start Date

Tenure End Date

Rotation Start Date

Rotation End Date

Note: The list of attributes provided is currently captured in HR-Smart. It is not exhaustive and may be extended later.

HPT13 HPT’s and WOC’s exchange mailbox size shall be generated by Microsoft Exchange with the least amount of mailbox storage space.

High

HPT14 The VA Onboarding Solution shall uniquely identify each HPT and WOC profile by providing a unique identification number. This identifier shall be automatically and randomly generated by the Onboarding solution for the HPT or WOC if an existing profile is not found.

High

HPT15 Trainee Coordinator shall initiate HPT’s Rotations through an HR Specialist for HR-Smart. [not applicable for WOC Providers and Researchers]

Note: HPT Rotation is defined as a change from their original facility / location during the HPT’s Tenure. Rotation will be initiated and tracked through HR-Smart using the Rotation Start Date and Rotation End Date attributes.

High

HPT16 The VA Onboarding Solution shall accept and use the HPT’s Rotation Start Date and Rotation End Date when the rotation is initiated in HR- Smart. [not applicable for WOC Providers and Researchers]

High

HPT17 The VA Onboarding Solution shall flag a HPT or WOC profile for Temporary Suspension using the HPT Record Update feed from HR- Smart (NOA Code).

High

HPT18 The VA Onboarding Solution shall only trigger the SAC adjudication and background investigation Initiation for new HPT or WOC.

High

HPT19 The VA Onboarding Solution shall trigger the SAC adjudication for PIV reissuance for HPT and WOC.

High

HPT20 The VA Onboarding Solution shall track and use HPT’s and WOC’s non- VA email address for all communications.

High

HPT21 The VA Onboarding Solution shall off-board the HPT or WOC based on their tenure end date. The VA Onboarding Solution will send one email

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 7

The following use cases depict the process flows for HPT and WOC with the VA Onboarding Solution.

Health Professions Trainees and WOC Use Cases

Use Case #1: HPT-OB-UC01 – HPT / WOC Onboarding

HPT-OB-UC01 – HPT / WOC Onboarding

H P

T

W O

C H

R -S m a r t

T r a in in g C o o r d in a to r

W

O C C o o r d in a to r V

A O n b o a r d in g

S o lu ti o n

HPT / WOC completes the mandatory trainings and the VA Onboarding Solution enables the

AD account

VA HPT / WOC profile is created and is assigned a unique ID

(ICN/SEC ID)

1a

Does the VA candidate have an existing profile ?

No

VA Onboarding Solution enables the profile and updates the HPT s / WOC s attributes

Yes

1b

VA Onboarding Solution triggers the SAC adjudication and background investigation initiation processes

Upon completion of pre-requisites, VA Onboarding Solution triggers the creation of a TMS account and notification of mandatory training is sent to HPT / WOC

Upon completion of the AD account, the VA Onboarding Solution triggers the badge issuance and remaining birthright processes

VA Onboarding Solution notifies the training coordinator that the HPT / WOC is eligible for badge issuance

The transaction record is logged in the VA

Onboarding Solution

After entrance on duty (EOD) all updated attributes will be sent to the VA Onboarding Solution through the connection with HR-

Smart

Updated attributes are received

Start

Stop

HPT / WOC information is received from USA Staffing notification to the supervisor and HPT 12 weeks prior to the tenure end date and a second email notification 4 weeks prior to the tenure end date.

Use Case ID – Name:

HPT-OB-UC01 - HPT / WOC Onboarding

Actors:

HR Specialist

USA Staffing

HPT / WOC

HR-Smart

VA Onboarding Solution

Trainee Coordinator / WOC Coordinator

Description This Use Case describes the onboarding process in the VA Onboarding Solution for a

HPT / WOC.

Pre-conditions: HR-Smart is integrated with the VA Onboarding Solution as an authoritative source to provide HPT / WOC attributes and data after entrance on duty (EOD).

USA Staffing is integrated with the VA Onboarding Solution to provide HPT or WOC user data to initiate onboarding prior to EOD.

Post-conditions: The HPT / WOC profile is successfully established in the VA Onboarding Solution.

The HPT / WOC has been fully onboarded.

Trigger: The HPT / WOC job requisition is opened and processed in USA Jobs / Staffing.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 8

The Candidate applies for the VA position and accepts the offer.

Basic Flow: 1. The VA Onboarding Solution checks to see if the candidate has an existing account based on the information that is sent from USA Staffing to the VA Onboarding Solution (refer to OB-UC18.1 in the USA Staffing BRD). If yes go to step 1b if No go to step 1a.

1a. If the user does not have an existing profile then the VA Onboarding Solution creates a VA HPT / WOC profile and is assigned a unique ID (ICN/SEC ID). Go to step 2 next.

1b. If the user does have an existing profile in the VA Onboarding Solution then the VA Onboarding Solution enables a profile and updates the HPT’s / WOC’s attributes. Go to step 2 next if the PIV credentials has expired.

2. The VA Onboarding Solution triggers the SAC adjudication (refer to OB-UC32 and OB- UC33 in the VA Onboarding Solution BRD) and background investigation initiation (refer to OB-UC34 and OB-UC35 in the VA Onboarding BRD) processes.

3. Upon completion of pre-requisites, the VA Onboarding Solution triggers the creation of a TMS account (refer to OB-UC29 in the VA Onboarding Solution BRD) and notifies the HPT / WOC to complete mandatory training.

4. The HPT / WOC completes the mandatory training and the VA Onboarding Solution creates / enables the AD account for the HPT / WOC and sets the account expiration date to align with their Tenure End Date. (VA Onboarding Solution will only enable the AD account if an existing profile for the HPT / WOC is found.)

5. Completion of the AD account creation triggers the PIV Sponsorship workflow (refer to OB-UC-40 in the VA Onboarding BRD). Upon completion of pre-requisites, the VA Onboarding Solution triggers the badge issuance (refer to OB-UC42 in the VA Onboarding Solution BRD) and remaining birthright processes.

6. The VA Onboarding solution notifies the Trainee Coordinator / WOC Coordinator that the HPT / WOC is eligible for badge issuance as per VA Handbook 0735.

7. The transaction record is logged in the VA Onboarding solution.

8. This completes the process.

Note: After entrance on duty (EOD) all updated attributes will be sent to the VA Onboarding Solution through the connection with HR-Smart.

Alternate Flows: Onboarding an Existing HPT / WOC

1. The VA Onboarding Solution verifies the candidate has an existing account based on the information that is sent from USA Staffing to the VA Onboarding Solution (refer to OB-UC18.1 in the USA Staffing BRD).

2. The VA Onboarding Solution enables the profile and updates the HPT’s / WOC’s attributes.

3. The VA Onboarding Solution triggers the assignment of training to the HPT’s / WOC’s TMS account.

Note: TMS will send email notifications with training assignment and completion.

The VA Onboarding Solution will provide the HPT / WOC with the TMS ID and temporary password.

4. The HPT / WOC completes the mandatory training and the VA Onboarding Solution creates / enables the AD account for the HPT / WOC and sets the account expiration date to align with their Tenure End Date. (VA Onboarding Solution will synch the AD account if an existing profile is found and will enable the AD account at Tenure Start Date.

5. The transaction record is logged in the VA Onboarding solution.

6. This completes the process.

Note: After entrance on duty (EOD) all updated attributes will be sent to the VA Onboarding Solution through the connection with HR-Smart.

Frequency of Use: Frequency is determined by the occurrence of a new HPT / WOC profile creation in

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 9

Use Case #2: HPT-OB-UC02 – HPT / WOC Updates

HPT-OB-UC02 – HPT / WOC Updates

V A

O n b o a r d in g S o lu ti o n

Notifies the HPT / WOC of changes to their profile

The transaction is logged Start

Stop

HPT / WOC profile is updated in HR-Smart

Updates the HPT / WOC profile using the HPT / WOC Record

Update Feed from HR-Smart or USA Staffing

Triggers the update to the following systems

3 5

TMS

AD

PIV

2a

2b

2c

VA-CABS

2d

Notifies the Trainee Coordinator / WOC

Coordinator of changes to the HPT / WOC profile

Refer to OB-UC25

Refer to OB-UC30

Refer to OB-UC43

Refer to OB-UC33-37

Use Case ID – Name: HPT-OB-UC02 – HPT / WOC Updates

HR Specialist

HPT / WOC

HR-Smart

VA Onboarding Solution

Trainee Coordinator / WOC Coordinator

Description: This Use Case describes the process by which a change takes place to a HPT / WOC profile.

Pre-conditions: The HPT / WOC profile must exists in the VA Onboarding Solution.

Post-conditions: The HPT / WOC profile attributes are updated successfully in the VA Onboarding Solution.

Trigger: The HPT / WOC profile is updated in the HR-Smart.

Basic Flow:

1. A HPT / WOC profile is updated in the VA Onboarding Solution using the VA Record Update Feed from HR-Smart or USA Staffing.

2. The VA Onboarding Solution triggers the update to systems that require the modified HPT / WOC profile attributes.

a. AD (refer to OB-UC25 in the VA Onboarding Solution BRD)

b. TMS (refer to OB-UC30 in the VA Onboarding Solution BRD)

c. PIV (refer to OB-UC43 in the VA Onboarding Solution BRD)

d. VA-CABS (refer to OB-UC33 – 37 in the VA Onboarding Solution BRD)

3. The VA Onboarding Solution notifies the HPT / WOC of changes to their profile.

4. The VA Onboarding solution notifies the Trainee Coordinator / WOC Coordinator that the HPT / WOC has had changes made to their profile.

5. The transaction record is logged by the VA Onboarding Solution.

6. This completes the process.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 10

Alternate Flows: Update Pushed from Other Authoritative Sources for Specific Attributes

1. The authoritative source provides updated HPT / WOC attributes to the VA Onboarding Solution.

For example: AD updates and pushes new email address and SamAccountName to the VA Onboarding Solution.

2. The VA Onboarding Solution evaluates the existing HPT / WOC profile and overwrites the existing data attributes.

3. The HPT / WOC profile is successfully updated in the VA Onboarding Solution.

4. The VA Onboarding Solution triggers the update to systems that require the modified HPT / WOC profile attributes.

a. AD (refer to OB-UC25 in the VA Onboarding Solution BRD)

b. TMS (refer to OB-UC30 in the VA Onboarding Solution BRD)

c. PIV (refer to OB-UC43 and OB-UC44 in the VA Onboarding Solution BRD)

d. VA-CAB (refer to OB-UC33 – 37 in the VA Onboarding Solution BRD)

5. The transaction record is logged by the VA Onboarding Solution.

6. This completes the process.

Temporary Suspension

1. A HPT / WOC profile is flagged for Temporary Suspension in the VA Onboarding Solution using the Record Update Feed from HR-Smart (NOA Code).

2. The VA Onboarding Solution triggers the Temporary Suspension process for systems connected to the HPT / WOC profile.

a. AD (refer to OB-UC27 in the VA Onboarding Solution BRD)

b. TMS (refer to OB-UC31 in the VA Onboarding Solution BRD)

3. The VA Onboarding Solution notifies the HPT or WOC / Trainee Coordinator or WOC Coordinator of the status change to their profile.

4. The transaction record is logged by the VA Onboarding Solution.

5. This completes the process.

Return to Duty

1. A HPT / WOC profile is flagged for Return to Duty in the VA Onboarding Solution using the Record Update Feed from HR-Smart (NOA Code).

Note: In Return to Duty flow, the HPT / WOC has an existing tenure (tenure start date and tenure end date) with the VA.

2. The VA Onboarding Solution triggers the Return to Duty process for systems connected to the HPT / WOC profile.

a. AD (refer to OB-UC28 in the VA Onboarding Solution BRD)

b. TMS (refer to OB-UC30 in the VA Onboarding Solution BRD)

3. The VA Onboarding solution notifies the HPT or WOC / Trainee Coordinator or WOC Coordinator of the status change to their profile.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 11

4. The transaction record is logged by the VA Onboarding Solution.

5. This completes the process.

Frequency of Use: Frequency is determined by the occurrence of a HPT / WOC profile modification in an authoritative source.

Use Case #3: HPT-OB-UC03 – HPT / WOC Off-boarding HPT-OB-UC03: HPT / WOC Off-boarding

T r a in e e C o o r d in a to r

W

C C o o r d in a to r V

A O n b o a r d in g S o lu ti o n

Submits request to remove access in other IT systems not connected with the VA

Onboarding Solution

Start

HPT / WOC is flagged for off-boarding using the HPT Off-boarding Feed from HR-Smart

Stop

The HPT / WOC is correctly populated in the VA Onboarding Solution

Completes the required steps for off-boarding with the HPT / WOC no later than one (1) business day of the off-boarding date

Emails the Trainee Coordinator / WOC

Coordinator five (5) business days prior to the off-boarding with the exit checklist2

Disables the HPT / WOC profile in the VA

Onboarding Solution on the off-boarding date

De-provisions the following target system accounts:

AD

TMS

PIV

5a

5b

5c

VA-CABS

5d

Notifies the Trainee Coordinator / WOC

Coordinator once the target IT accounts have been disabled

Logs into the VA Onboarding Solution to approve the completion of the exit checklist

8 The HPT / WOC profile is successfully disabled in the

VA Onboarding Solution

Refer to OB-UC26

Refer to OB-UC31

Refer to OB-UC46

Use Case ID – Name: HPT-OB-UC03 – HPT / WOC Off-boarding

HR-Smart

HPT / WOC

Trainee Coordinator / WOC Coordinator

HR Specialist

Description: This Use Case describes the process by which a HPT / WOC is off-boarded. The HPT / WOC will not return to duty at the VA.

Pre-conditions:

HR-Smart has the capability to capture the off-boarding date for a HPT / WOC.

The HPT / WOC profile exists in the VA Onboarding Solution.

Post-conditions: The HPT / WOC profile is successfully disabled in the VA Onboarding Solution.

Trigger: The Trainee Coordinator / WOC Coordinator has initiated the off-boarding process for the HPT / WOC.

or

The HPT / WOC tenure date occurs. (See Requirement HPT21 for more information)

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 12

1. The HPT / WOC is flagged for off-boarding in the VA Onboarding Solution using the off-boarding feed from HR-Smart.

2. The VA Onboarding Solution sends an email to the Trainee Coordinator / WOC Coordinator five (5) business days prior to the off-boarding of an HPT / WOC with the exit checklist to be executed no later than one (1) business day prior to the off-boarding of an HPT / WOC.

3. The HPT / WOC works with the Trainee Coordinator / WOC Coordinator to complete the required steps for off-boarding no later than one (1) business day (such as returning GFE / PIV card) of the off-boarding date.

4. The HPT is sent a link to the OAA Trainee Satisfaction Survey https://www.research.net/r/VATSSMobile

5. The Onboarding solution disables the HPT / WOC profile in the Onboarding solution on the off-boarding date.

6. The Onboarding solution disable the following target IT accounts.

a. AD (Refer to OB-UC26 in the VA Onboarding Solution BRD)

b. TMS (Refer to OB-UC31 in the VA Onboarding Solution BRD)

c. PIV (Refer to OB-UC46 in the VA Onboarding Solution BRD)

d. VA-CABS (Refer to OB-UC33 – 37 in the VA Onboarding Solution BRD)

7. The Trainee Coordinator / WOC Coordinator submits the request to remove access in the other IT systems not connected with the VA Onboarding Solution.

8. Once the target IT accounts connected to the VA Onboarding Solution have been disabled, the VA Onboarding Solution notifies the Trainee Coordinator / WOC Coordinator.

9. Once the checklist is confirmed and the HPT / WOC profile deactivation has been provided, the Trainee Coordinator / WOC Coordinator logs into the VA Onboarding Solution to approve the completion of the exit checklist no later than one (1) business day after the HPT’s / WOC’s off-boarding date.

Note: Completion of the off-boarding checklist will not prevent the account actions from taking place on the designated date.

Alternate Flows: N / A

Frequency of Use: Frequency is determined by the completion of an off-boarding action for the HPT / WOC via HR-Smart.

Use Case #4: HPT-OB-UC04 – HPT / WOC Emergent Off-boarding https://www.research.net/r/VATSSMobile

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 13

HPT-OB-UC04 – HPT / WOC Emergent Off-boarding

T r a in e e C o o r d in a to r

W

C

C o o r d in a to r

H R

S p e c ia li s t

V A

O n b o a r d in g S o lu ti o n

Start Logs into the VA Onboarding

Solution and selects emergent off-board

De-provisions the following target system accounts by disabling the respective accounts

Notifies the Trainee Coordinator / WOC Coordinator the account has been disabled

Stop

AD

TMS

PIV

This completes the process

VA-CABS1d

1c

1a

1b

Refer to OB-UC26

Refer to OB-UC31

Refer to OB-UC46

Use Case ID – Name: HPT-OB-UC04 – HPT / WOC Emergent Off-boarding

Trainee Coordinator / WOC Coordinator

HR Specialist

Description: This Use Case describes the immediate termination process for HPTs / WOCs in the VA Onboarding Solution.

Pre-conditions:

The HPT / WOC is correctly populated in the VA Onboarding Solution.

The HR Specialist and Trainee Coordinator / WOC Coordinator has access to the VA Onboarding Solution.

Post-conditions: The HPT / WOC profile is successfully disabled in the VA Onboarding Solution.

The correlated target IT accounts are disabled.

Trigger: A Trainee Coordinator / WOC Coordinator / HR Specialist logs into the VA Onboarding Solution and selects to emergent off-board a HPT / WOC.

1. A Trainee Coordinator / WOC Coordinator / HR Specialist logs into the VA Onboarding Solution and selects to emergent off-board a HPT / WOC.

2. The HPT / WOC profile is immediately disabled in the VA Onboarding Solution.

3. The VA Onboarding Solution de-provisions the following target system accounts by disabling the respective accounts:

a. AD (refer to OB-UC26 in the VA Onboarding Solution BRD)

b. TMS (refer to OB-UC31 in the VA Onboarding Solution BRD)

c. PIV (refer to OB-UC46 in the VA Onboarding Solution BRD)

d. VA-CABS (refer to OB-UC33 – 37 in the VA Onboarding Solution BRD)

4. Once the target IT accounts connected to the VA Onboarding Solution have been disabled, the VA Onboarding Solution notifies the Trainee Coordinator / WOC Coordinator.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 14

Alternate Flows: N / A

Frequency of Use: Frequency is determined by the occurrence of emergent termination of the HPT / WOC profile in the Onboarding solution.

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 15

Appendix A – Email Templates

The document (HPT WOC Email Templates) below provides details on various email notifications associated with the Use Cases including sample email body, subject line and recipients. The email templates shall be further vetted and elaborated during subsequent technical requirements specification and / or design sessions.

HPT WOC Email

Templates.xlsx

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 16

Appendix B – Health Professional Trainees and WOCs Attribute List

The attached document (HPT WOC Attributes) below provides a list of user attributes that make up a HPT’s or WOC’s profile including their authoritative sources as identified. The data map shall be used for building the IAM AcS System and providing necessary business rules association for the IAM AcS System.

HPT WOC

Attributes.xlsx

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 17

Appendix C – Stakeholders

The table below identifies the stakeholders who were consulted as part of the Requirements Modeling process, to effectively provide products and services that meet the needs of the stakeholders and users. It is necessary to identify the users of the system and ensure that the stakeholder community adequately represents them.

Stakeholders

Type of Stakeholder Stakeholder Key Staff Office Stakeholder Key Contact

Business Health Professions

Trainees

OAA

Christopher T Clark, PhD

Sandra Bee

Business

Access and Identity Management (AIM)

Program Management Office (PMO)

OSP

Shelby Bell

Thomas Seaman

Business Next Generation

(NextGen) PIV System OSP Christopher Layton

Business HSPD-12 Current PIV

Operations OSP Trish Moore

Business

Personnel Security

(PerSec)

OSP Trish Moore

Business VA PIV System OI&T Mark Hutchins

Eric Jurasas

Integrating System VA AD SD&E Eric Jurasas

Integrating System VA TMS VALU

Jeff Henry

Steve Brizendine

Data Source HR-Smart / HRIS VA HR

Ed Silva

Kyle E. Alverson

Business USA Staffing OPM Bridget P Dongarra

Scott Goodman

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 18

Appendix D – Acronyms

The table below provides the acronyms and abbreviations that were used throughout the document.

Acronyms and Abbreviations

Term Definition

AcS Access Services

AD Active Directory

AIM Access and Identity Management

BRD Business Requirements Document

CONOPS Concept of Operations

ECSP Enterprise Cybersecurity Strategy Program

EOD Entrance on Duty

FICAM Federal Identity, Credential, and Access Management

FIM Forefront Identity Manager

GFE Government Furnished Equipment

HPT Health Professions Trainees

HR Human Resources

IAM Identity and Access Management

ICAM Identity, Credential, and Access Management

OAA Office of Academic Affiliations

OICAM Office of Identity, Credential, and Access Management

OSP Office of Operations, Security, and Preparedness

OU Organizational Unit

PAS Personnel Accountability System

PIV Personal Identity Verification

PMO Program Management Office

SAC Special Agreement Check

SECID Security ID

SF Standard Form

TMS Talent Management System

TQCVL Trainee Qualification and Credentials Verification Letter

UC Use Case

VA United States Department of Veterans Affairs

VHA Veterans Health Administration

WOC Without Compensation

VHA HPT, WOC Researcher,and Provider Integration Business Requirements Document 19

Appendix E – Acceptance Signatures

The requirements defined in this document are the high level business requirements necessary to meet the strategic goals and operational plans of the AIM PMO and OAA. Further elaboration to these requirements may be done in more detailed artifacts.

Stakeholders

Signifies that the customer accepts the documented requirements, that they adequately represent the customers desired needs, and that the customer agrees with the defined scope.

Signed:________________________________________________________________

Shelby Bell: Director, AIM PMO Date

Sandra Bee: Trainee Onboarding Specialist, OAA Date

Dr. Christopher Clarke: Chief Financial and Informatics Officer, OAA Date

June 28, 2018

July 13, 2018