Attach I 1.0 - IRM GITM Process Flow - Requirements Process.pdf

1.0 Forecasting and Requirements – Last Update as of 2021 07 18 DRAFT 1.0 Forecasting and Requirements – Last Update as of 2021 07 18 DRAFT O ve rv ie w

O ve rv ie w

Start

1.2 Requirements - Network

1.1 Two Year Forecast

1.4 Requirements – Monitors, Workstations, Printers (Class)

1.3 Requirements – Monitors, Workstations, Printers (Open)

To 2.0 Procurement

1.1 Two-year out Forecast – Last Update as of 2021 07 18 DRAFT 1.1 Two-year out Forecast – Last Update as of 2021 07 18 DRAFT

IT

I O ff ic e

D ir ec to r

IT

I O ff ic e

D ir ec to r

SP

O

SP

O H

R H

R Fi na nc e Fi na nc e Te ch n ic al

O p er at io ns

M an ag er

Te ch n ic al O p er at io ns M an ag er D iv is io n

C h ie f

D iv is io n C h ie f

IT

I F ro n t

O ff ic e

Su pp o rt

IT

I F ro n t O ff ic e Su pp o rt

This is usually done for either Requirements or Forecast and not both as the numbers only change once per year, and therefore the same report is used for both processes.

Begin in February or March In order to

“get ahead” of budget submission deadline

1.1.2 Request HR

projection for headcount for 1 year out

1.1.4 Add assumed

growth of 3% rule of thumb to create

2 year out

1.1.5 Process quantities

through a cost model spreadsheet

1.1.3 Pull Data from

epaps system and send

1.1.17 Total Dollar Figure for the Budget 2

Years Out

1.1.19 Review Budget Estimate and

Accompanying Briefing

1.1.18 Draft Accompanying Briefing which describes bottom line number for everything, and boilerplate of what will be done with the money

1.1.20 Approve?

No

1.1.22 Review Budget Estimate

and Accompanying Briefing

Yes

1.1.21 Aggregate with Estimates and Briefing from Other

Divisions

1.1.24 Combined Budget

Estimate

1.1.25 Temporary Stop

October – Receive Final Budget, Trigger Current Year

Requirements Process

Go to Requirements Processes

1.1.23 Approve?

Yes

No

1.1.27 Adjust spreadsheet based on feedback

Workstation count is divided by 4 (for 25% per year), Monitor count is estimated at 17% (spread over 6 years), and 1 printer is estimated per 25 people per post which is then further divided by 4 for a 4 year refresh cycle.

1.1.6 Pull data from HP

Network Automation, NeuralStar & cmLite

1.1.7 Aggregate network

data

1.1.8 Analyze report data and modify

based on forecast of which posts are due for refresh, knowledge of active switches & post layout – (e.g. if a large post shows a small number, adjust for anomalous data), comparison against past year purchases based on what was accomplished and what remains to be accomplished

1.1.9 Comparing

reporting among tools, does reporting appear accurate based upon what is listed as connected to the top level core switch or aggregation switch?

Yes

No

1.1.14 Apply “Rule of Thumb”

adjustments for small posts, add 2, for large posts add 5 switches

1.1.11 Log in to the Core Devices to

investigate

1.1.15 Create

adjusted FY Forecast 1.1.16

Send FY Forecast to Finance for Review

1.1.13 Mega Post?

no yesExample: Expected count of 30 but report connections to client switch 26

1.1.1 Request Forecast

1.1.12 Adjust based on timing

and history of 8 year refresh cycle, including past pauses and Cisco end of support

On rare occasions, reach out to post.

Trying to get ‘close’ not perfect because its for 2 years out

Note: iCASS pays for 56% of OpenNet equipment

1.1.26 BRR / Annual Budget Process

to Congress (out of scope)

1.2 Current Year Requirements - Network Process – Last Update as of 2021 07 18 DRAFT 1.2 Current Year Requirements - Network Process – Last Update as of 2021 07 18 DRAFT

SP

O

SP

O Fi na nc e Fi na nc e Te ch n ic al

O p er at io ns

M an ag er

Te ch n ic al O p er at io ns M an ag er G

IT

M

D ir e ct o r

G

IT

M D ir e ct o r

IT

I D ir ec to r

IT

I D ir ec to r

1.2.10 Review Forecast and

compares against baseline budget

1.2.20 Identifies

IBOM order based on most used items and on inventory to include in order if any

1.2.19 Inventory Analysis

October Trigger Current Year

Requirements Process Budget Request Email

1.2.1 Pull data from HP

Network Automation, NeuralStar & cmLite

1.2.2 Aggregate network

data

1.2.3 Analyze report data and

modify based on forecast of which posts are due for refresh, knowledge of active switches & post layout – (e.g.

if a large post shows a small number, adjust for anomalous data), comparison against past year purchases based on what was accomplished and what remains to be accomplished

1.2.4 Comparing

reporting among tools, does reporting appear accurate based upon what is listed as connected to the top level core switch or aggregation switch?

Yes

No

1.2.6 Based on initial evaluation, including

looking at what was previously sent, log in to Core Devices, and apply adjustments based on expert judgement

1.2.8 Log in to the Core Devices

to investigate

1.2.7 Create adjusted FY Forecast to account

for changes since last forecast the year prior 1.2.9

Send FY Forecast to Finance for Review

1.2.14 Review Forecast

1.2.5 Mega Post?

no

Yes

1.2.13 Add data to cost models

to generate estimates for ICASS requests

1.2.18 Receive approval and

forward on

1.2.21 Assembles

RFQ

Spread-sheet from

CISCO BOA

1.2.22 Send to

Procurement to send to CISCO ELA Resellers as part of the RFQ

Example: Expected count of 30 but report connections to client switch 26 In a partial parallel to the process for

Monitors and computers, during the design phase for a specific Post, the team sends a separate Switch survey to verify switches AND how they are connected - example: copper, fiber, connections to other switches, physical infrastructure

Go to Procurement

Process

Analyze existing inventory to identify available stock (remaining from prior years) and analyze what is already on order to identify Supply

Inventory runs out faster than expected, or non-standard/new Model needed by a post or group of Posts

1.2.11 Enough budget?

Yes

1.2.12 Loop of adjustments based on “what can we get away with”

1.2.16 Review

Forecast Yes

IBOM – miscellaneous small parts needed to make the devices functional. E.g. if you are connecting the switch to fiber need a specific receiver, patch cables, if it is CISCO transceivers

No

1.2.15 Approval?

Yes

1.2.17 Approval?

No

1.3 Requirements - Monitors, Workstations, Printers (OpenNet) Process – Last Update as of 2021 07 18 DRAFT (Page 1 of 3) 1.3 Requirements - Monitors, Workstations, Printers (OpenNet) Process – Last Update as of 2021 07 18 DRAFT (Page 2 of 3) 1.3 Requirements - Monitors, Workstations, Printers (OpenNet) Process – Last Update as of 2021 07 18 DRAFT (Page 3 of 3)1.3 Requirements - Monitors, Workstations, Printers (OpenNet) Process – Last Update as of 2021 07 18 DRAFT (Page 1 of 3) 1.3 Requirements - Monitors, Workstations, Printers (OpenNet) Process – Last Update as of 2021 07 18 DRAFT (Page 2 of 3) 1.3 Requirements - Monitors, Workstations, Printers (OpenNet) Process – Last Update as of 2021 07 18 DRAFT (Page 3 of 3) Po st s

Po st s Su pp ly

C h ai n

P la nn in g M an ag er Su pp ly

C h ai n

P la nn in g M an ag er

SP

O

SP

O H

R H

R Fi na nc e Fi na nc e Lo gi st ic s

C o n tr a ct o r’ s D

M S

IT

T ea m

Lo gi st ic s C o n tr a ct o r’ s

D M

S

IT

T ea m D

M S

D M

S D iv is io n

C h ie f

D iv is io n C h ie f Lo gi st ic s

M an ag er

(F

TE

Lo gi st ic s M an

1.3.4 For workstations, Pull Two Reports From iPost: Ad Hoc Reports “Host

Configuration Details” and “AD [Active Directory] User Account

Logons”

1.3.5 For workstations, Review Reports, compares to ILMS and Post Profile discussion with knowledgeable stakeholders

1.3.11 Identify Printer

Requirement and monitor requirement based on % of workstations

1.3.7 To estimate monitor

and printers, request for HR

Report Identifying the number of people per site

(Post)

1.3.8 Pull ePap report

1.3.10 Analyze data in

spreadsheet template to generate list of posts and workstations count

1.3.9 Send Report

1.3.6 Analyze data in spreadsheet

template - Baseline Requirement:

what they could get, based on model; list of ~244 posts and a number next to each post number of workstations, printers and monitors that need to be replaced

1.3.12 Import data to DMS

to create Master Requirements List

1.3.13 Inventory Analysis

1.3.15 Use DMS function “FY Requirements” to create an “Offer to Posts” identifying the number of printers, monitors and workstations to be offered to each post based on “Splits”

1.3.19 Confirm Distribution List and

Send Survey Email in DMS

1.3.22 Does the Post

want something other than what was offered?

1.3.27 Complete

embedded form and hit ‘Save’ to submit a Non-Tailored Response: Accept Offer – specifying CAA vs. Non-CAA

1.3.23 Complete embedded form and hit ‘Save’ to submit a “Tailored Response”: Post “trades things” to Identify desired items, within the same budget as offered -specifying CAA vs. Non-CAA

Yes, “Tailored Response”

No “Non-Tailored Response”

1.3.26 Proceed if any of

the prior steps are complete

1.3.21 Requirements

Reporting

1.3.16 Select “Offer to

Post” Survey Recipients

1.3.17 Initiate Survey in

DMS

1.3.25 Q&A and

Negotiation with Posts and Supply Chain Planning

Manager

Loop until resolution / agreement

Subject to “business rules” as defined by Logistics Manager

1.3.18 Generates

Instructions

1.3.31 DMS Automation Loads

in Order Data and Generates Order

Number

October

Budget Request Email Trigger Current Year

Requirements Process

1.3.1 Requests start of requirements

process

Requests via the Program Manager

1.3.3 Create the “Splits” aka the allocations based on available Supply and GITM strategy

1.3.14 Update data in DMS

on Requirements

1.3.20 DMS Sends

Email

1.3.24 Are there errors, issues or questions?

Yes

No

1.3.28 Submit Survey

Response

1.3.29 Submitted Survey

Screen, making edits if any issues

1.3.30 Create Order

1.3.32 Review Order Screen and in Excel, analyze existing part numbers to make changes based on what’s in stock (FIFO rules), and what is in procurement, what has shipped, and if necessary any notes, and shipping instructions

1.3.33 Update DMS

with Part Numbers per

FIFO

1.3.34 Click Submit

Order

1.3.2 Identifies any

changes to business rules and GITM

Strategy that impact Post allowances and ability to make swaps

Reporting is Weekly

Confer with Finance to trigger the Procurement process

Enables Order Management process

Analyze existing inventory to identify available stock (remaining from prior years) and analyze what is already on order to identify Supply

GITM strategy determined by Division Chief and provided verbally/ email/meetings

This is usually done for either Requirements or Forecast and not both as the numbers only change once per year, and therefore the same report is used for both processes.

“Splits” refers to the amount offered to each post as a ‘split’ of the total

1.4 Requirements - Monitors, Workstations, Printers (Classnet) Process – Last Update as of 2021 07 18 DRAFT 1.4 Requirements - Monitors, Workstations, Printers (Classnet) Process – Last Update as of 2021 07 18 DRAFT Su pp ly

C h ai n

Pl an n in g

M an ag er

Su pp ly C h ai

Pl n in g M an ag er

SP

O

SP

O D iv is io n

C h ie f

D iv is io n C h ie f Lo gi st ic s

M an

Lo gi st ic s M an

Fi na nc e Fi na nc e Po st Po st

1.4.2 Send email asking posts

what they have and need

1.4.5 Receive Response and analyze data in

spreadsheet template - Baseline Requirement: what they could get, based on model; list of ~ posts and a number next to each post number of workstations, printers and monitors that need to be replaced

1.4.6 Inventory Analysis

October Budget Request Email Trigger Current Year

Requirements Process

1.4.1 Requests start of

requirements process

Requests via the Program Manager

1.4.7 Create the “Splits” aka the allocations based on available Supply and GITM strategy

1.4.8 Create Order in DMS

Confer with Finance to trigger the Procurement process

1.4.9 Click Submit

Order Enables Order

Management process

Analyze existing inventory to identify available stock (remaining from prior years) and analyze what is already on order to identify Supply

1.4.3 Prepare Response

1.4.2 Send email

asking posts what they have and need

1.4.4 Receive Response

& Forward

Conflicting descriptions of who sends, which has been interpreted/ understood as variability

1.2.19 / 1.3.13 / 1.4.4 Inventory Analysis – Last Update as of 2021 07 18 DRAFT 1.2.19 / 1.3.13 / 1.4.4 Inventory Analysis – Last Update as of 2021 07 18 DRAFT pp ly

C h ai n

P la nn in g M an ag er Su pp ly

C h ai n

P la nn in g M an ag er

SP

O

SP

O Fi na nc e Fi na nc e Lo gi st ic s

C on tr ac to r’ s D

M S

IT

T ea m

Lo gi st ic s C on tr ac to r’ s

D M

S

IT

T ea m

Te ch n ic al p er at io ns

M ag e r

Te ch n ic al p er at ns

M ag e r

D iv is io n C h ie f D iv is io n

C h ie f

1.2.19.6 Identify what has been ordered but

not receivedStart

1.2.19.7 Discuss with

Logistics Supervisor to identify what has arrived but is not in the system

1.2.19.8 Check “Available

Inventory” in ILMS to identify what is in

DMS but not ILMS

Analyze existing inventory to identify available stock (remaining from prior years) and analyze what is already on order to identify Supply

Return to the requirements process which triggered the analysis

1.2.19.9 Check “Available

Inventory” in DMS to identify what is in

ILMS but not DMS

1.2.19.10 Prepare

combined result

1.2.19.1 Network or End

User?

End User

Network

1.2.19.2 Identify what has been ordered but

not received

1.2.19.3 Check “Available

Inventory” in ILMS to identify what is in

DMS but not ILMS

1.2.19.4 Check “Available

Inventory” in DMS to identify what is in

ILMS but not DMS

1.2.19.5 Review 12 month

average of what was shipped and the targets

This same process is used multiple times.

Individual steps have been numbered based on the lowest number series

1.3.21 Reporting for Monitors, Workstations and Printers – Last Update as of 2021 07 18 DRAFT 1.3.21 Reporting for Monitors, Workstations and Printers – Last Update as of 2021 07 18 DRAFT pp ly

C h ai n

P la nn in g M an ag er Su pp ly

C h ai n

P la nn in g M an ag er Fi na nc e Fi na nc e Lo gi st ic s

C o n tr ac to r’ s

D M

S

IT

T ea m Lo gi st ic s

C o n tr ac to r’ s

D M

S

IT

T ea m D

M S

D M

S D iv is

C hi ef

D iv is hi ef

1.3.21.1 Analyze

baseline of surveys sentStart Event – an event that starts a process

1.3.21.2 Analyze replies thus far

1.3.21.3 Analyze trends to

identify general trade in vs. what is being taken

1.3.21.5 Identify

estimated final numbers

1.3.21.7 Develop Refresh

Report

1.3.21.4 Analyze what

has been ordered

1.3.21.6 Analyze what

has been received 1.3.21.8

Send Refresh report to

Logistics Manager (FTE) And other

GITM Stakeholders

Requirements – Monitors, Workstation, Printers (OpenNet)

Department of State Process Mapping Legend - DRAFTDepartment of State Process Mapping Legend - DRAFT Ev en ts

Ev en ts A ct iv it ie s d

A ct iv it y Ty pe s

A ct iv it ie s

A ct iv it y

Ty pe s G at ew ay s

G at ew ay s Ev en t

Ty p es Ev en t

Ty p es Sw im la ne s o n n e ct o rs Sw im la ne s o n n e ct o rs D at a

/P ro d u ct s

D at a /P ro d u ct s

Start Event – an event that starts a process

Intermediate Event – an event that occurs within a process

End Event – an event that ends a process

Process Step – an activity within a process

Loop Step – An activity that repeats until a specific outcome occurs

Multi-Instance Step

– An activity that happens a specific number of times (in parallel)

Return Step – An activity that sends the process back to an earlier step

Sub-process – Shows that a more detailed process is documented elsewhere

Catching Event – an event is started by receiving a message

Throwing Event – an event sends a message when it occurs

Temporary Stop – A potential roadblock within the process with no defined next steps

Timer – Events which start at a specific time, either at the beginning or during a process

Error – Events which generate an error and either fire off when an error occurs or ends the process

Error – Events which generate an error and either fire off when an error occurs or ends the process

Cancel – Events which stop the whole activity an return to the main process

Cancel – Events which stop the whole activity an return to the main process

Compensation – Events that send the process back to a specific event based on the current event failing

Compensation – Events that send the process back to a specific event based on the current event failing

Conditional – Events that are started by specific conditions

Conditional – Events that are started by specific conditions

Link – Identifies a link to another activity, avoids long sequence flow lines

Signal – A general broadcast within a process

Signal – A general broadcast within a process

Multiple – A combination of any of the event types

Multiple – A combination of any of the event types

Escalate – Events which come from Or lead to an escalation of the process

Escalate – Events which come from Or lead to an escalation of the process

Message – Events which start with, are continued by, or sends a specific message

Data Object – An input or output of data associated with an activity

Data Store – Specific data store location or system

Exclusive Event-based – Progresses based on an event (ex: “received XYZ message” or “15 days passed”)

Complex – Progresses when specific conditions are met (ex:

“both options A and C”)

Parallel – Progresses when

ALL the flows leading INTO the gateway is complete

Inclusive – Progresses when ANY of the flows leading INTO the gateway is complete

Swimlanes identify the organizations under which activities fall, activities are grouped by who performs the activities, not necessarily who is accountable, responsible, consulted, or informed of the activities

Association – A connector that shows a relationship between activities, events, gateways, data objects, and/or data stores that doesn’t necessarily identify process or message flows

Message Flow – A connector that shows the processes or pieces of information flowing from one organization to another, or data entering or exiting a process activity and/or data store

Sequence Flow – A connector that shows the sequence of activities, events, and gateways

Service Activity – An automated application performs this task

User Activity – A human performs this task with the assistance of an application

Manual Activity – A human performs this task with no application assistance

Service Activity – An automated application performs this task

User Activity – A human performs this task with the assistance of an application

Manual Activity – A human performs this task with no application assistance

Document – Specific input, output, or intermediary document Initiating Message – A specific initiating message

Message – A specific input, output, or intermediary message

Exclusive Data-based – Progresses based on the result of a question

1-2 variances

3-4 variances

5-6 variances

>6 variances, or task is manual with no set process

Indicates the number of systems used to perform a task

Automation Platform

Out-of-scope Sub-process Container:

Identifies that the sub-process is out of scope

Multi-Instance Step

– An activity that happens a specific number of times (in sequentially)