ATTACHMENT_18__PROCESS_GUIDE__ARCHIVAL_OF_TESTING_DOCUMENTATION_FOR_AUDIT_PURPOSES.pdf

TCO Audits Process

Standard Operating Procedure i 2/5/2013

Table of Contents

Previous Change History ............................................................................................................................................... ii 1 Overview

1.1 Background

1.2 Objectives

1.3 General Outline

2 Manage Artifacts Throughout Project Lifecycle

2.1 Artifacts and Document Types

2.2 Network Folder Structure

Artifact Traceability will be met by following the common guidelines defined for storage locations and common folder structures. 4

2.3 Artifact Storage

2.4 Records Retention

Records shall be stored to meet the regulations pertaining to USDA policies, responsibilities, and procedures for the creation, maintenance, use, and disposition of all records and other documentary materials as found in “DR 3080-001 Records Management” (http://www.ocio.usda.gov/records/doc/DR3080-001.htm)

At this time records will be preserved indefinitely because of legal, audit, or investigative needs by the Farm and Foreign Agricultural Services (FFAS) records office. Information is found in Notice AS-2229, “FFAS Records Officer is Litigation Hold Facilitator” at: http://www.fsa.usda.gov/notices

2.5 Personally Identifiable Information (PII) data

The TCO works with production data in the final testing of applications. It is everyone’s responsibility to protect any PII data they may come in contact during any testing by you or others To become more familiar with PII Data refer to USDA IT Security on the web at: (http://www.ocio.usda.gov/security) . 5

General Tips:

2.6 Archive for Project Closure

Archiving tasks that need to completed for finalizing your projects have multiple aspects. HPQC will have it’s own process for achiving within HPQC. Applications that have been tested are to retain current plus two releases on the network drive before continuing on to the following process to remove projects from the network drive to DVD/CD

2.7 Process to Archive Projects to DVD/CD

2.8 Steps to perform Archive

2.9 Steps to perform Restore

3 Manage Artifacts Throughout Project Lifecycle

3.1 Participation in an Audit

3.2 Staff Involved in Audit Process

3.3 When Audit tasks need to be completed

Appendix A-Roles and Responsibilities by Artifact Appendix B-Roles & Responsibilities Appendix C – Acronyms and Abbreviations ii 2/5/2013

Previous Change History Version Date Author Comment

1.0 3/9/2012 Glenn Olvera

Published Document

1.1 5/23/2012 Glenn Olvera

Check and update links

1.2 6/04/2012

Dan Boswell Added the HPQC Weekly Status report to appendix A

1.3 6/20/2012 Glenn Olvera

Added Deployment Plan to Appendix A

1.4 6/29/2012

Laurie Sigman Added deployment plan to App A, reformat and update entire document

3 2/5/2013

1 Overview

1.1 Background

The purpose of this document is to define the Standard Operating Procedure (SOP) associated with the Testing and Certification Office (TCO) audit responsibilities. This will include what artifacts are needed, where they should be stored and when each of the tasks is to be accomplished.

There are two basic components of TCO audit responsibilities.

1. The specific instructions necessary to be prepared for a production release that is selected for audit.

2. The Configuration Management Support Group (CMSG) release management processes.

As SOP’s are referenced in this document the links will be provided for access to those specific instructions.

Standards from OMB Circular A-123, Management’s Responsibility for Internal Control, are followed..

Information and the circular are found on the FSA web site at:

http://www.fsa.usda.gov/FSA/webapp?area=about&subject=landing&topic=bap-ex

1.2 Objectives

Identify Audit Responsibilities and Instructions

Identify what artifacts are required

Storage locations

Identify task deadlines

1.3 General Outline

This SOP will provide a general outline of the complete audit process and will contain information on the following

Artifacts and Documents TypesArtifact Storage

Defining Network Folder Structure

HPQC structure

Records Retention

Archive for Project Closure

Archive previous versions of tested applications

Staff Involved in Audit Process

When to complete audit tasks

Defining network folder structure

2 Manage Artifacts Throughout Project Lifecycle

2.1 Artifacts and Document Types

There are many types of artifacts and documents used in the testing and certification process. Artifacts and documents that are created during the testing process will be retained and stored for audit.

Appendix A lists the most common documents used in the TCO Testing Lifecycle. The list will be updated as new artifacts are identified.

http://www.fsa.usda.gov/FSA/webapp?area=about&subject=landing&topic=bap-ex

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2.2 Network Folder Structure

In addition to the creation and storage of an artifact or document, it’s important that those artifact(s) or document(s) be recoverable when requested by auditors.

Artifact Traceability will be met by following the common guidelines defined for storage locations and common folder structures.

Each release will require the archiving of its own set of artifacts.

The Deployment Plans and template SharePoint site: (PMO Share Point /FSAProjectPortfolio/Deployments. Refer to the IB-152 for further information about Deployment Plans.

(IB-152) Deployment Plan Template FSA SDLC and FSA Developer Tools

2.3 Artifact Storage

There are many factors that come into play when determining the location to store test artifacts. TCO management has determined the appropriate location for all test artifacts. This will utilize the various network drives, SharePoint, HPQC and are listed in Appendix A. Artifacts must be stored in the defined locations for access by anyone requiring information pertaining to a release. By complying with this procedure you are ensuring that any request TCO receives for project release status, recovery of documentation or release artifacts is met with a minimum of effort and expended time. Thereby producing the requested information in a timely manner.

A common folder structure has been defined for the TCO network drive to be used with each project. This structure will assist all members of the team in determining what documents need to be archived and will also provide a common structure in which all applications will maintain their documentation.

The defined folder structure is displayed as the first workflow “Manage Artifacts Throughout Project Lifecycle” in the TCO-AUDITS-001 TCO Audit Process – Flow Chart found on the TCO SharePoint site.

https://fsa.sc.egov.usda.gov/mgr/itsd/otc/TCO/TCO SOP/Audit Process - TCO-AUDITS-001/TCO-AUDITS-001 TCO Audit Process - FlowChart.pdf

The TCO’s document “HP Quality Center Organization and Naming Standards” defines how to set up a project in HPQC and will guide each user through creating a common folder structure and ensure that all documentation can be accessed within this particular tool. Also with this document there is information that outlines the archiving of test artifacts within HP Quality Center at the end of the testing cycle. Be aware these instruction within HPQC are specific to HPQC and is not the same as the information contained within this document about archiving artifacts for audit purposes.

https://fsa.sc.egov.usda.gov/mgr/itsd/otc/TCO/Shared Documents/HP QC Implementation Strategy/TCO Documentation/HPQC Organization and Naming Standards version 98.docx

2.4 Records Retention

Records shall be stored to meet the regulations pertaining to USDA policies, responsibilities, and procedures for the creation, maintenance, use, and disposition of all records and other documentary materials as found in “DR 3080-001 Records Management” (http://www.ocio.usda.gov/records/doc/DR3080-001.htm)

At this time records will be preserved indefinitely because of legal, audit, or investigative needs by the Farm and Foreign Agricultural Services (FFAS) records office. Information is found in Notice AS-2229, “FFAS Records Officer is Litigation Hold Facilitator” at: http://www.fsa.usda.gov/notices https://fsa.sc.egov.usda.gov/mgr/itsd/architecture/pmo/FSAProjectPortfolio/FSA%20Deployments/Forms/AllItems.aspx?RootFolder=%2fmgr%2fitsd%2farchitecture%2fpmo%2fFSAProjectPortfolio%2fFSA%20Deployments%2fDBMO&FolderCTID=&View=%7bC477398C%2dFC13%2d46FA%2dB138%2dA4B2B04E8B4A%7d https://fsa.sc.egov.usda.gov/mgr/itsd/architecture/pmo/FSAProjectPortfolio/FSA%20Deployments/Forms/AllItems.aspx?RootFolder=%2fmgr%2fitsd%2farchitecture%2fpmo%2fFSAProjectPortfolio%2fFSA%20Deployments%2fDBMO&FolderCTID=&View=%7bC477398C%2dFC13%2d46FA%2dB138%2dA4B2B04E8B4A%7d http://www.fsa.usda.gov/FSA/sdlcapp?area=home&subject=inb&topic=landing https://pws.sc.egov.usda.gov/login/login.aspx?TYPE=33554433&REALMOID=06-35f6bec4-37b2-4058-81d1-cc6e53b201f6&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-8ZDNXDKVoNwa76ibqK3%2bXjb0okL8yAjF0yyF9vOluBQH89wUyHSP2jPkFlLBA271&TARGET=-SM-https%3a%2f%2fwww%2ef http://www.fsa.usda.gov/FSA/sdlcapp?area=home&subject=dev&topic=dtl-pd http://www.fsa.usda.gov/FSA/sdlcapp?area=home&subject=templates&topic=landing file://mokansasc2s103/users/TCO%20SOP/Audit%20Process%20-%20TCO-AUDITS-001/TCO-AUDITS-001%20TCO%20Audit%20Process%20-%20FlowChart.pdf file://mokansasc2s103/users/TCO%20SOP/Audit%20Process%20-%20TCO-AUDITS-001/TCO-AUDITS-001%20TCO%20Audit%20Process%20-%20FlowChart.pdf file://mokansasc2s103/users/laurie.sigman/HP%20QC%20Implementation%20Strategy/TCO%20Documentation/HPQC%20Organization%20and%20Naming%20Standards%20version%2098.docx file://mokansasc2s103/users/laurie.sigman/HP%20QC%20Implementation%20Strategy/TCO%20Documentation/HPQC%20Organization%20and%20Naming%20Standards%20version%2098.docx http://www.ocio.usda.gov/records/doc/DR3080-001.htm http://www.fsa.usda.gov/notices

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2.5 Personally Identifiable Information (PII) data

The TCO works with production data in the final testing of applications. It is everyone’s responsibility to protect any PII data they may come in contact during any testing by you or others.

To become more familiar with PII Data refer to USDA IT Security on the web at:

(http://www.ocio.usda.gov/security)

General Tips:

Snag-IT is the tool TCO utilizes to protect PII data

Insure NO PII data is included in any document.

Do NOT password protect documents.

Emails can be saved to the TCO work drive by performing “Save As” in Adobe PDF format. (Note that links contained within the email are lost in the PDF conversion process)

Emails can be copied to a Word document by forwarding the email, copying and pasting it into the document. This takes less storage space than the email itself. Saving as a Text file is an additional option.

2.6 Archive for Project Closure

Archiving tasks that need to completed for finalizing your projects have multiple aspects. HPQC will have it’s own process for achiving within HPQC. Applications that have been tested are to retain current plus two releases on the network drive before continuing on to the following process to remove projects from the network drive to DVD/CD.

2.7 Process to Archive Projects to DVD/CD

The purpose is to provide TCO with a documented process for Archiving previous versions of tested applications to save server space. See the “Project Closure Archiving” section of the TCO-AUDITS-001 TCO Audit Process – FlowChart:

https://fsa.sc.egov.usda.gov/mgr/itsd/otc/TCO/TCO SOP/Audit Process - TCO-AUDITS-001/TCO-AUDITS-001 TCO Audit Process - FlowChart.pdf

In an effort to conserve disk drive space on the server and continue to comply with audit procedures TCO has developed the following procedure for archiving applications.

The tester will move all versions to the Archive directory located on the TCO work drive.

The testers are allowed to keep a maximum of 3 versions of their application(s) on the TCO work drive as outlined below:

o The version currently being tested o The previously installed version in CERT.

o A production version (if the previously installed version is not the same as the production version.

In most cases, the restoration of projects from DVD/CD to a network drive should take no more than half a work day; provided all information is given in the restore request.

In most cases, the label on the DVD/CD is what projects are on it and the date the dvd/cd was burned.

CMSG will complete a “directory listing” of all directories that are burned to the DVD and update the DVD – spreadsheet located on Sharepoint in the CMSG Shared Documents page

Unless specifically requested CMSG will wait to archive the folders in the archive directory once there is a “DVD full”.

http://www.ocio.usda.gov/security file://mokansasc2s103/users/TCO%20SOP/Audit%20Process%20-%20TCO-AUDITS-001/TCO-AUDITS-001%20TCO%20Audit%20Process%20-%20FlowChart.pdf file://mokansasc2s103/users/TCO%20SOP/Audit%20Process%20-%20TCO-AUDITS-001/TCO-AUDITS-001%20TCO%20Audit%20Process%20-%20FlowChart.pdf

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2.8 Steps to perform Archive

1. Locate the project folder that needs to be archived.

2. Right mouse click the folder and select the “Cut” option.

3. Go to the TCO work drive at I:\TCO-Internal\Archive folder; right mouse click and select Paste.

4. Repeat steps 1-3 for all projects that need to be archived.

5. Once you have all project folders moved to the Archive folder; send an email to the CMSG team and they will burn the DVD or CD.

6. Once CMSG has completed step 5, they will notify the Testing and Certification Office group via email that the project has been burned to DVD/CD and placed in locked storage; and the label on the

DVD/CD.

2.9 Steps to perform Restore

1. Tester sends request via email to gain access to the DVD/CD to CMSG.

2. CMSG will give tester access to locked storage and the DVD/CD.

3. Tester will copy their project back to the network to the desired location and return CD/DVD to locked storage.

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3 Manage Artifacts Throughout Project Lifecycle

3.1 Participation in an Audit

Not all applications or projects that have been tested in TCO will be selected for an audit. You will be contacted by TCO management if your release has been identified to participate in an audit.

3.2 Staff Involved in Audit Process

Information Security Office (ISO) The ISO contacts TCO management identifying which production releases have been selected for an audit. A list is provided to management via email which contains the application name and the Request for Action (RFA) number associated with the audit. CMSG is the primary point of contract between ISO and the requested documentation.

Configuration Management Support Group (CMSG) Primary point of contact for TCO providing requested audit artifacts

TCO Chiefs A production release selected for audit may be tested by Finance and Loan Application Certification Group (FLACG), Farm Program Application Certification Group (FPACG) or the Enterprise Information Management (EIM) data warehouse staff. If CMSG does not have the requested artifact available to them, they will send a request to the Chief of the specific group and request the lead tester provide the requested documentation for the audit.

TCO lead tester The lead tester will provide audit artifacts as requested. They may also be call upon to answer questions related to how the release was tested or to provide a demonstration of the application to satisfy audit questions. All documents that were used or created in the certification of a software build are considered relative and should be archived for audit purposes.

3.3 When Audit tasks need to be completed

There are a variety of opportunities to complete audit tasks throughout the life cycle of testing a release. These times are identified within the individual associated SOPs. (i.e. KC-287, release sheets, transmittals, management approvals, etc.)

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Appendix A-Roles and Responsibilities by Artifact

Artifact Description Reference Responsible Location

Requirement Documentation Any requirement’s applied the application in test

Master Acceptance Test Plan

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Detailed Acceptance Test Plan

Overall information about how the team plans to test a specific software release

Master Acceptance Test Plan

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Deployment Plan

The Deployment Plan is a communication device that creates a common information path across teams working together to deploy change in a Production environment.

TCO SharePoint Site – System Release Checklist

Lead Tester https://pws.sc.egov.usd a.gov/login/login.aspxd eplmnt_plan_templatev _exls

HP QC Test Plan, Test Cases / Scripts, Test Results

Actual test plan format for the testing of software functionality

HP Quality Center – Test Plan

Lead Tester HP QC Network:

https://mprqcwb.fmmi.us da.gov/qcbin/

System Release Checklist

A formal checklist that documents the key items for each system being released starting at development to production

TCO SharePoint Site – System Release Checklist

Lead Tester

TCO SharePoint Site:

https://fsa.sc.egov.usda .gov/mgr/itsd/otc/TCO/ Shared Documents/Forms and Templates/System Release Checklist.docx

FSA-13-A requests Network/Application Security Access TCO SharePoint Site – TCO

SOP - TCO-SYS-004, TCO-

SYS-005, TCO-SYS-006

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

CERT Lead (gateway)

TCO Network “ S “ Drive or archived DVD/CD

Requests to Load Software Email’s to CERT and/or DBMO to notify of software/database changes

Microsoft Outlook Lead Tester TCO Network “ I “ Drive or archived DVD/CD

All KC-287’s in a release A request from development for software/database updates to CERT for an application

TCO SharePoint Site – TCO

SOP - TCO-SYS-001

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Application Software New application software for certification test

Master Acceptance Test Plan

CERT Lead TCO Network “ S “ Drive or archived DVD/CD

WDC/Change Control Board Approvals

New Requirement and/or changes to application software

FSA SDLC:

http://www.fsa.usda.gov/FSA/s dlcapp?area=home&subject=c cm&topic=landing

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Release Coordination Meetings

An early awareness meeting with all involved in an upcoming software release to production

TCO SharePoint Site – TCO

SOP - TCO-COMM-005

Technical Lead

TCO SharePoint Site:

https://fsa.sc.egov.usda .gov/mgr/itsd/otc/TCO/

TCO

SOP/Forms/AllItems.as px?RootFolder=/mgr/its d/otc/TCO/TCO SOP/Release Coordination Meeting -

TCO-COMM-

005&FolderCTID=&Vie w={C8412192-A66A- 412F-8B7F-

77F93EC8FD5A}

https://pws.sc.egov.usda.gov/login/login.aspx?TYPE=33554433&REALMOID=06-35f6bec4-37b2-4058-81d1-cc6e53b201f6&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-8ZDNXDKVoNwa76ibqK3%2bXjb0okL8yAjF0yyF9vOluBQH89wUyHSP2jPkFlLBA271&TARGET=-SM-https%3a%2f%2fwww%2efsa%2eusda%2egov%2fInternet%2fFSA_SDLC_Secure%2fsdlc_deplmnt_plan_templatev_s%2exls https://pws.sc.egov.usda.gov/login/login.aspx?TYPE=33554433&REALMOID=06-35f6bec4-37b2-4058-81d1-cc6e53b201f6&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-8ZDNXDKVoNwa76ibqK3%2bXjb0okL8yAjF0yyF9vOluBQH89wUyHSP2jPkFlLBA271&TARGET=-SM-https%3a%2f%2fwww%2efsa%2eusda%2egov%2fInternet%2fFSA_SDLC_Secure%2fsdlc_deplmnt_plan_templatev_s%2exls https://pws.sc.egov.usda.gov/login/login.aspx?TYPE=33554433&REALMOID=06-35f6bec4-37b2-4058-81d1-cc6e53b201f6&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-8ZDNXDKVoNwa76ibqK3%2bXjb0okL8yAjF0yyF9vOluBQH89wUyHSP2jPkFlLBA271&TARGET=-SM-https%3a%2f%2fwww%2efsa%2eusda%2egov%2fInternet%2fFSA_SDLC_Secure%2fsdlc_deplmnt_plan_templatev_s%2exls https://pws.sc.egov.usda.gov/login/login.aspx?TYPE=33554433&REALMOID=06-35f6bec4-37b2-4058-81d1-cc6e53b201f6&GUID=&SMAUTHREASON=0&METHOD=GET&SMAGENTNAME=-SM-8ZDNXDKVoNwa76ibqK3%2bXjb0okL8yAjF0yyF9vOluBQH89wUyHSP2jPkFlLBA271&TARGET=-SM-https%3a%2f%2fwww%2efsa%2eusda%2egov%2fInternet%2fFSA_SDLC_Secure%2fsdlc_deplmnt_plan_templatev_s%2exls https://mprqcwb.fmmi.usda.gov/qcbin/ https://mprqcwb.fmmi.usda.gov/qcbin/ file://mokansasc2s103/users/laurie.sigman/Forms%20and%20Templates/System%20Release%20Checklist.docx file://mokansasc2s103/users/laurie.sigman/Forms%20and%20Templates/System%20Release%20Checklist.docx file://mokansasc2s103/users/laurie.sigman/Forms%20and%20Templates/System%20Release%20Checklist.docx file://mokansasc2s103/users/laurie.sigman/Forms%20and%20Templates/System%20Release%20Checklist.docx file://mokansasc2s103/users/laurie.sigman/Forms%20and%20Templates/System%20Release%20Checklist.docx file://mokansasc2s103/users/laurie.sigman/Forms%20and%20Templates/System%20Release%20Checklist.docx http://www.fsa.usda.gov/FSA/sdlcapp?area=home&subject=ccm&topic=landing http://www.fsa.usda.gov/FSA/sdlcapp?area=home&subject=ccm&topic=landing http://www.fsa.usda.gov/FSA/sdlcapp?area=home&subject=ccm&topic=landing file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d file://mokansasc2s103/users/TCO%20SOP/Forms/AllItems.aspx%3fRootFolder=/mgr/itsd/otc/TCO/TCO%20SOP/Release%20Coordination%20Meeting%20-%20TCO-COMM-005&FolderCTID=&View=%7bC8412192-A66A-412F-8B7F-77F93EC8FD5A%7d

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Senior Management Notifications

Notification to the management of a pending software release to production that may affect network operations

TCO SharePoint Site – TCO

SOP - TCO-COMM-001

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Business Owner Concurrence

Notification to the business owners of a pending software release to production

Microsoft Outlook Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Web Software Release Information

A request of software/database move to production

TCO SharePoint Site – TCO

SOP - TCO-COMM-001

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

CERT Lead TCO Network “ S “ Drive or archived DVD/CD

Deployment Plan Official plan for the deployment of software to production

SharePoint Site – Developer Infobase – Wiki https://fsa.sc.egov.usda.go v/mgr/itsd/devinfo/Wiki%2 0Pages/ITSD%20Deployme nt%20Plan%20Landing%2 0Page.aspx

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Agency Directives Notices from the business units to notify field offices of changes to application operations

USDA Network:

http://www.usda.gov/wps/porta l/usda/usdahome?navid=REG S_DIRECTIVES&navtype=RT &parentnav=LAWS_REGS

Business Unit USDA Network:

http://www.ocio.usda.go v/directives/

Web Transmittals Field notification of changes in a software release

TCO SharePoint Site – TCO

SOP - TCO-COMM-002

Lead Tester

USDA Network:

http://fsaintranet.sc.egov .usda.gov/releases/WEB _releases.htm

Information Bulletins Field notification of software release or system outages

TCO SharePoint Site – TCO

SOP - TCO-COMM-003

Lead Tester USDA Network:

ftp://ftp.fsa.usda.gov/cnt ydist/infobull/

File Listings Verification of ear file between CERT and original development file

Microsoft Outlook

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

CMSG Lead TCO Network “ S “ Drive or archived DVD/CD

RFA’s The Request For Action from CERT for a software move to Production

TCO SharePoint Site – TCO

SOP - TCO-SYS-001

CERT Staff USDA Network:

https://erielake.sc.egov.u sda.gov/erfa

WRTS Tickets Tickets created in the Remedy Management Tool for Database work

USDA Network:

https://fsa.sc.egov.usda.gov/m gr/DBMO/DBMO Services/User Documents/Using DBMO Work Request Tracking System.docx

Lead Tester

USDA Network:

https://fsa.sc.egov.usda .gov/mgr/DBMO/DBMO Services/Lists/DBMO Service Request Tracking/Active.aspx

Any test documents containing testing data and scenarios.

Testing documentation used to determine data needed/used in testing specific scenarios

Microsoft Office Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Section 508 testing Testing to meet Federal guidelines for Section 508 compliance

TCO SharePoint Site – Shared Documents – Section 508

Lead Tester

TCO Network “ I “ Drive or archived DVD/CD

HP QC Network:

https://mprqcwb.fmmi.usd a.gov/qcbin/

Email’s pertaining to a release

Miscellaneous email’s that may contain release question/answers or clarification information

Microsoft Outlook Lead Tester TCO Network “ I “ Drive or archived DVD/CD

HP QC Report of Defects at release date

Defects outstanding at time of release

HP Quality Center - Defects Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Comment [las1]: proposal to remove this row.

file://mokansasc2s103/../devinfo/Wiki%20Pages/ITSD%20Deployment%20Plan%20Landing%20Page.aspx file://mokansasc2s103/../devinfo/Wiki%20Pages/ITSD%20Deployment%20Plan%20Landing%20Page.aspx file://mokansasc2s103/../devinfo/Wiki%20Pages/ITSD%20Deployment%20Plan%20Landing%20Page.aspx file://mokansasc2s103/../devinfo/Wiki%20Pages/ITSD%20Deployment%20Plan%20Landing%20Page.aspx file://mokansasc2s103/../devinfo/Wiki%20Pages/ITSD%20Deployment%20Plan%20Landing%20Page.aspx http://www.usda.gov/wps/portal/usda/usdahome?navid=REGS_DIRECTIVES&navtype=RT&parentnav=LAWS_REGS http://www.usda.gov/wps/portal/usda/usdahome?navid=REGS_DIRECTIVES&navtype=RT&parentnav=LAWS_REGS http://www.usda.gov/wps/portal/usda/usdahome?navid=REGS_DIRECTIVES&navtype=RT&parentnav=LAWS_REGS http://www.usda.gov/wps/portal/usda/usdahome?navid=REGS_DIRECTIVES&navtype=RT&parentnav=LAWS_REGS http://www.ocio.usda.gov/directives/ http://www.ocio.usda.gov/directives/ http://fsaintranet.sc.egov.usda.gov/releases/WEB_releases.htm http://fsaintranet.sc.egov.usda.gov/releases/WEB_releases.htm http://fsaintranet.sc.egov.usda.gov/releases/WEB_releases.htm ftp://ftp.fsa.usda.gov/cntydist/infobull/ ftp://ftp.fsa.usda.gov/cntydist/infobull/ https://erielake.sc.egov.usda.gov/erfa https://erielake.sc.egov.usda.gov/erfa file://mokansasc2s103/../../DBMO/DBMO%20Services/User%20Documents/Using%20DBMO%20Work%20Request%20Tracking%20System.docx file://mokansasc2s103/../../DBMO/DBMO%20Services/User%20Documents/Using%20DBMO%20Work%20Request%20Tracking%20System.docx file://mokansasc2s103/../../DBMO/DBMO%20Services/User%20Documents/Using%20DBMO%20Work%20Request%20Tracking%20System.docx file://mokansasc2s103/../../DBMO/DBMO%20Services/User%20Documents/Using%20DBMO%20Work%20Request%20Tracking%20System.docx file://mokansasc2s103/../../DBMO/DBMO%20Services/User%20Documents/Using%20DBMO%20Work%20Request%20Tracking%20System.docx file://mokansasc2s103/../../DBMO/DBMO%20Services/User%20Documents/Using%20DBMO%20Work%20Request%20Tracking%20System.docx file://mokansasc2s103/../../DBMO/DBMO%20Services/Lists/DBMO%20Service%20Request%20Tracking/Active.aspx file://mokansasc2s103/../../DBMO/DBMO%20Services/Lists/DBMO%20Service%20Request%20Tracking/Active.aspx file://mokansasc2s103/../../DBMO/DBMO%20Services/Lists/DBMO%20Service%20Request%20Tracking/Active.aspx file://mokansasc2s103/../../DBMO/DBMO%20Services/Lists/DBMO%20Service%20Request%20Tracking/Active.aspx file://mokansasc2s103/../../DBMO/DBMO%20Services/Lists/DBMO%20Service%20Request%20Tracking/Active.aspx https://mprqcwb.fmmi.usda.gov/qcbin/ https://mprqcwb.fmmi.usda.gov/qcbin/

10 2/5/2013

HPQC Weekly Status Report Final status report for the release.Gives a snapshot of how HPQC looks at the release

TCO Sharepoint Site – TCO SOP – TCO-Comm-006- HPQC-Weekly-Status- Report

Lead Tester TCO Network “ I “ Drive or archived DVD/CD

Appendix B-Roles & Responsibilities

Role Name Resource Role Description/Responsibilities

AO

CMSG

DBMO/DBMO chief

Deployment Manager

Developer/chief/lead/team

IPUSO staff/chief

ITS

ISO

Production support groups

TCO Lead Tester/TCO Team

Pre-Production coordinator

TCO Chiefs Deployment Plan

11 2/5/2013

Appendix C – Acronyms and Abbreviations

Acronym / Abbreviation Description

Description (Update this table)

AO Architectural Office

CERT TCO Main Test environment

CMSG Configuration Management Support Group

CR Change Request

EDW Enterprise Data Warehouse - Agency level (FSA).

DBMO Database Management Office

EMSO Executive Management System Office

FSA Farm Service Agency

IB Information Bulletin

IPUSO Information Processing and User Support Office

ISO Information Security Office

ITS Information Technology Services

ITSD Information Technology Support Division

KC-287 TCO engagement documentation

PMO Program Management Office

RFA Request for Action

SRC System Request Checklist

SOP Standard Operation Procedures

TCO Testing and Certification Office

TSD Technical Support Division