Attachment B_VA PARS User Guide_NEW 2022.pdf

VA Product (Line) Accountability and Reporting System User Guide Agile Center of Excellence

January 2022 | Development, Security, and Operations (DevSecOps)

Version 7.0

VA PARS USER GUIDE

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 2

Table of Contents

1 INTRODUCTION

2 PURPOSE

3 ACCESSING VA PARS

4 INACTIVE USER NOTIFICATIONS

5 NAVIGATION BAR

5.1 Top Navigation Bar

6 HOME PAGE

6.1 Project/Product Info

6.2 Product Line Information

6.3 Announcements

6.4 Overall Health Metrics

6.5 Recent KPI Alerts

6.6 Training Resources

7 STARTING A NEW ENTRY IN VA PARS

7.1 Startup Stage

7.2 Planning Stage

8 BUILD STAGE

8.1 Build Stage Dates Screen

9 CLOSE/TRANSITION STAGE

9.1 Close/Transition Stage Screen

10 STATUS UPDATE FIELD

10.1 Status Update Summary

11 COST/SCHEDULE VARIANCE

12 MANAGE VA PARS ENTRIES

12.1 Search Criteria

12.2 Manage Entries: Selecting Operations & Maintenance

12.3 Updating Project Cost

12.4 Updating the Gateway Review Process

12.5 Updating Risks

12.6 Updating Increments

12.7 Updating Releases

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 3

13 ACCESS EPS

13.1 Search Criteria

13.2 Add EPS Record

13.3 Project Information Tab

13.4 Manager Information

13.5 VIPR and VASI

13.6 Funding Tab

13.7 Change Request

13.8 Notes

14 MANAGE INVESTMENTS

14.1 Search Criteria

14.2 Investment

14.3 Users with Edit Permissions

14.4 CIO Ratings

14.5 CIO Comments

14.6 Performance Metrics

14.7 Performance Metric Actuals

14.8 Investment Risks

14.9 Revisions

14.10 Search Criteria

14.11 Associated Projects

15 PRODUCT SCORECARD

16 REPORTS AND DATA

17 CREATE A HELP DESK TICKET

18 APPENDIX 1: VA PARS RULES

19 APPENDIX 2: ACRONYMS

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 4

Table of Figures

Figure 1: First time user instruction message Figure 2: VA PARS inactive user notification Figure 3: Navigation Bar is available from all VA PARS pages Figure 4: The VA PARS Home page Figure 5: Project/Product Info on the Home page Figure 6: Product Line Information on the Home page Figure 7: Announcements tile on the Home page Figure 8: The Overall Health Metrics section of the Home page Figure 9: Recent KPI Alerts on the Home page Figure 10: Training Resources links on the Home page Figure 11: Start New Entry link on the Home page Figure 12: OMB Symbol Figure 13: Project EPS Code Figure 14: Searching EPS Figure 15: Example: Selecting an EPS Code ending in the letter “S” Figure 16: Example: Selecting an EPS Code ending in the letter “D” Figure 17: Project Type dropdown selector Figure 18: Project Type dropdown selector Figure 19: Managing Portfolio field Figure 20: OMB Reportable field Figure 21: Is Active field Figure 22: Veteran Facing field Figure 23: The Planning Stage Activity section Figure 24: The Project Details section Figure 25: Error Review panel Figure 26: Project Artifact Dates Figure 27: Business Epics Received Date error message Figure 28: Stakeholder Information Figure 29: Project Manager Information Figure 30: Secondary IT PM Contact Information Figure 31: People Picker Figure 32: Additional Team Contacts Figure 33: Add Additional Team Contact Figure 34: Edit Additional Contact Figure 35: Startup Stage Saved confirmation Figure 36: Buttons at bottom of Startup page Figure 37: Status Update in the Send to Close/Transition Stage screen Figure 38: Selecting Send to Planning Stage Figure 39: Send to Planning Stage Figure 40: Dates recorded for move to Planning stage Figure 41: Planning Stage tab Figure 42: Status Update Field and Status Update Summary button Figure 43: Planning Stage verification Figure 44: Planning State Cost verification

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 5

Figure 45: Project date dialog Figure 46: Planning Stage ATO verification Figure 47: Project date box (Contracting and Onboarding) Figure 48: Contracts in the Planning stage Figure 49: Add Contract in the Planning stage Figure 50: Adding a Risk in the Planning stage Figure 51: Add Project Risk Figure 52: Warning regarding absence of risks Figure 53: Anticipated/Future Increment dialog (20220105) Figure 54: End User Results text field Figure 55: Associate an Increment with a Release (20220105) Figure 56: Adding a Release in Planning stage Figure 57: Release dialog Figure 58: Build Stage Dates Figure 59: Enter Actual Cost Figure 60: Gateway Review Figure 61: Buttons at the bottom of the Planning Stage Screen Figure 62: Send to Build Stage buttons Figure 63: Send to Build Stage pop-up Figure 64: Entering Send to Build Stage dates Figure 65: Send to Build Stage button Figure 66: Build Stage Finish Date Actual field Figure 67: Project to Close/Transition Stage Figure 68: Planning Stage to Close (Stopped) Figure 69: Close/Transition Stage dates Figure 70: Send to Build Stage dialog Figure 71: Build Stage Figure 72: Defining Increments Figure 73: Releases and Risks Figure 74: Adding a Code Sharing Submission Figure 75: Entering Status Updates Figure 76: Add Increments in Build Stage Figure 77: Add Increments dialog in Build Stage Figure 78: Increment grid in Build Stage Figure 79: Send to Close/Transition Stage Figure 80: Complete all increments error message Figure 81: Last Active Increment message Figure 82: Close/Transition State Completed dialog Figure 83: Add Release in Build Stage Figure 84: The Add Release screen Figure 85: Product Owner fields Figure 86: Contracts in the Build Stage Figure 87: Risks in the Build Stage Figure 88: Code Sharing Submission Figure 89: Close/Transition Actual Stage Date error message Figure 90: Close/Transition Stage Dates screen (after Build Stage Closed Stopped)

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 6

Figure 91: Place Project in Paused Status button Figure 92: Project Pause Status dialog Figure 93: ‘Project is in Pause’ Banner Figure 94: View Pause Status button Figure 95: Remove Project from Pause Status Figure 96: Project Pause Status pop-up screen Figure 97: Close/Transition Stage Screen Figure 98: Send to Close/Transition Stage Activity screen Figure 99: Send to Close/Transition Stage dialog Figure 100: All Approved Increments Should have Actual Completion Dates Figure 101: Send to Close/Transition Stage Figure 102: Close/Transition Stage Dates Figure 103: Status Update - Type of Status Figure 104: Type of Status selector Figure 105: Project status grid Figure 106: Project status grid ‘Status is not editable…’ error message Figure 107: Status Update Due or Overdue Figure 108: Status Updates Summary button Figure 109: Status Update Summary page Figure 110: Page selection dropdown and Print/Save button Figure 111: Cost/Schedule Variance column Figure 112: Cost/Schedule Variance explanation Figure 113: Cost/Schedule Variance email notification Figure 114: Search Criteria in Manage Entries Figure 115: View, Edit and Add Release from Manage Entries Figure 116: The Add Release screen Figure 117: Project Release Grid pop-up Figure 118: Search Criteria in Manage Entries: Operations & Maintenance Figure 119: Planning Stage cost Figure 120: Gateway Review Figure 121: Updating Risks Figure 122: Updating Increments Figure 123: Is Increment Approved? question Figure 124: Updating Releases Figure 125: Access EPS Figure 126: Additional EPS Record buttons Figure 127: Additional EPS Records – Main screen buttons Figure 128: Multi-Copy EPS Record Figure 129: Select Target Year for Multi-Copy Figure 130: Enter EPS Code and select Test Copy Figure 131: Select Multi-Copy and Close EPS Record Window Figure 132: Select EPS Record Figure 133: “EPS Record Copied” Message Figure 134: Multi-Edit EPS Records Figure 135: Select Multi Edit Fields Figure 136: Save Changes to Multi-Edit EPS Record

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 7

Figure 137: Add EPS Record Figure 138: ‘Error Review Panel’ for Access EPS Figure 139: Project Information tab Figure 140: Manager Information Figure 141: Add VIPR ID/VASI ID Figure 142: VASI ID dialog Figure 143: Delete VASI ID Figure 144: VIPR ID dialog Figure 145: The Funding Information dialog Figure 146: Add Change Request Figure 147: Change Request form Figure 148: Adding a Note Figure 149: Note dialog Figure 150: Note dialog Figure 151: Enter modification information Figure 152: Manage Investments Figure 153: Add Investment Figure 154: New investment information Figure 155: People Picker Figure 156: Adding Users with edit permissions Figure 157: Investment Users dialog Figure 158: CIO Ratings Figure 159: CIO Comments Figure 160: Adding Performance Metrics Figure 161: Performance Metric information Figure 162: Adding Performance Metric Actuals Figure 163: Performance Metric Actual screen Figure 164: Add Investment Risk Figure 165: Investment Risk screen Figure 166: Search Criteria for Manage Investments Figure 167: Associated Projects tab Figure 168: Product Scorecard tab Figure 169: Product Scorecard Figure 170: VA PARS Dashboard/Reports Figure 171: Contacting the Help Desk Figure 172: Help Desk options Figure 173: Request Details segment of yourIT Application Access form Figure 174: Request Assignment Group section in a Request Details segment of yourIT Application Access form

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 8

1 INTRODUCTION

The Department of Veterans Affairs (VA) has several external reporting commitments which it must meet. These take the form of reports generated from the VA Product (Line) Accountability and Reporting System (VA PARS) for customers such as the Office of Management and Budget (OMB), the Government Accountability Office (GAO), and the Office of Inspector General (OIG). VA PARS is used by VA Management to:

• Assist the governance process of VA’s IT investments to achieve their intended outcomes on-time and within budget, while also meeting Veterans’ needs

• Support VA’s mission and business objectives, while providing the appropriate security and privacy protections

• Conform to legislative mandates and Office of Management and Budget (OMB) requirements for IT investment management

2 PURPOSE

DevOps framework serves the interest of Veterans through efficient streamlining of software development lifecycle activities that occur within the enterprise. This process aims to prioritize increasing value to the Veteran, information security, product line management, and continuous organizational learning and improvement within the VA. The purpose of this user guide is to instruct Project Managers (PMs) and project team members on how to enter and update their projects in the VA PARS, a tool which helps to facilitate DevOps implementation and enhance VA’s ability to analyze and report on its IT portfolio.

3 ACCESSING VA PARS

Not all VA intranet users can view VA PARS. If the user receives a message like the one in the following image, the user may not currently have access and will need to request permission to view the site on the landing page.

http://vaww.vip.cdw.va.gov/SitePages/Index.aspx

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 9

New users can submit a yourIT ticket for access to the VA PARS site.

When submitted, the ticket will be routed to the user’s supervisor for approval prior to being assigned to the VA PARS support team.

When the user is granted permission, the following sections will be available for read-only access:

• Manage Entries

• Access EPS

• VA PARS Reports

• Reviews

• Manage Investments

• Product Line

• Portfolio

• Submit New Report Request

• Help Desk https://yourit.va.gov/nav_to.do?uri=%2Fkb_view.do%3Fsysparm_article%3DKB0114434

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 10

4 INACTIVE USER NOTIFICATIONS

When a user has not logged into the VA PARS in 80 days, VA PARS will automatically send the user an email informing them their access will be removed if they do not log into VA PARS as displayed below. If the user does not log into VA PARS within 10 calendar days after the email notification, their access will be automatically removed, and they will need to submit a Help Desk ticket to re-establish access.

Figure 2: VA PARS inactive user notification

5 NAVIGATION BAR

5.1 Top Navigation Bar

The navigation bar at the top of every page allows users to switch to other areas of VA PARS.

• The Home button returns the user to the VA PARS home page.

• The Manage area provides search, view, and edit functionalities for all established projects, as appropriate.

• EPS opens the Enterprise Project Structure (EPS) page, where authorized users can view/edit EPS records.

From: VA_PARSNotification@va.gov

Sent: Wednesday, December 9, 2021 10:31AM

To: Doe, John

Subject: VA PARS Administrators

You have not accessed the VA PARS for over 80 calendar days. If you do not access the VA PARS site, you will lose access within 10 calendar days. If you would like to retain access, please log into the VA PARS site.

NOTE: Only user permissions and access are removed, not their listing as a POC anywhere on the VA PARS (E.G., IF LISTED AS Project Manager, the user will still be listed as such, but will need to re-establish the relevant access to VA PARS).

mailto:VA_PARSNotification@va.gov

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 11

• The Reviews area allows the ACOE Metrics and Analytics staff to edit and view Management Review records and Product Scorecard records.

• The Investment area allows authorized users to edit and view investment records.

• The Product Line button opens a searchable list of established projects and managers, along with the ability to open a page that displays current status, associated projects and products, and VASI information and analysis relating to the selected Product Line.

• The Portfolio button opens a searchable list of portfolios, along with the ability to open a page that displays current status, associated projects and products, and VASI information and analysis relating to the selected Portfolio.

• The Reports tab is where users can find VA PARS Dashboard Reports on the ACOE Business Intelligence and Reporting SharePoint site.

• The Admin tab is for VA PARS Administrator use only. (Limited access.)

• Help allows users to submit a yourIT ticket.

6 HOME PAGE

The Home page is the starting point for new or existing projects. For the purpose of this user guide, we will focus on the default functional areas displayed on the home page.

Each functional area is described in the following subsections.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 12

6.1 Project/Product Info

The Project/Product Info tile provides links to other sections to allow the user to start, view, edit and manage projects, products, investments, and EPS data in VA PARS.

The tile includes two links not accessible from the Navigation Bar:

• The Start New Entry link is used to begin entry for a new project. A Project Manager for a new project will have the authorization to start a new entry.

• The Submit a New Report Request link opens the external ACOE Intake Request SharePoint portal to allow users to submit a request for a new report. Instructions are provided on the ACOE site.

Other links in the Project/Product tile are described above in the Navigation Bar topic.

Note that the ability to edit data is based on the permissions granted to the user.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 13

6.2 Product Line Information

The Product Line Information section of the Home page displays the number of projects contained in each Product Line. Each bar depicts a Product Line and the number displayed in the bar is the associated projects in the line. The name and project count for each line is available by hovering over its bar. Selecting a bar opens the project’s Manage Entries page.

6.3 Announcements

Notifications are listed in the Announcements section of the home page to alert users of VA PARS scheduled maintenance, product status, and other notifications. Additional information is available by selecting an item and may include a Learn More link.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 14

6.4 Overall Health Metrics

The Overall Health Metrics section provides links to the DevSecOps Dashboard Portal, the OIT Project Health Dashboard, OIT EPMO Risk Dashboard, and the EPMD Product Scorecard Dashboard.

Users can review detailed information on each. Additional portals and dashboards may also be available in this section.

6.5 Recent KPI Alerts

The Recent KPI Alerts section displays recent Key Performance Indicator alerts pertaining to project activities that have fallen behind in schedule or cost.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 15

6.6 Training Resources

The Training Resources section of the Home Page contains links to current VA PARS documentation and other training materials as they become available.

7 STARTING A NEW ENTRY IN VA PARS

A new entry in VA PARS begins by selecting the Start New Entry link on the Project/Product Info title on the Home Page. The Start New Entry process lets Project Managers save project data in a draft format until ready to submit.

The user should have the EPS Code and the Project Type ahead of time when starting a new entry.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 16

7.1 Startup Stage

7.1.1 Core Profile

The Core Profile section captures the basic information of the project.

• Fields marked with the OMB symbol are required by both the VA and the Office of Management and Budget (OMB).

• Fields marked with an asterisk (*) are required only for VA.

• Fields not marked with either are optional.

• Fields marked with REV are revisable fields.

• When a user manually enters in data, a green check mark is displayed at the end of the field.

The check mark also indicates data that was prepopulated and is required by VA PARS.

7.1.1.1 Entering the EPS Code

An Enterprise Project Structure (EPS) code is a 13-digit number used for tracking funding identification. All OIT projects must have an EPS code. To obtain an EPS code, users should contact their Investment Manager. Users cannot proceed with project entry into VA PARS without the EPS code.

To locate an EPS code:

• Type the EPS code into the field or select the Search icon

• Select the desired EPS code

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 17

Selecting the search button will populate the screen below.

After selecting the EPS code, the page will reload automatically to the Startup Stage page.

For any Sustainment EPS code ending in the letter “S”, the ‘Project Type’ or ‘Product Type’ is enabled and editable for users before saving the record. The default dropdown selection is ‘Operations and Maintenance’.

Figure 15: Example: Selecting an EPS Code ending in the letter “S”

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 18

7.1.1.2 Project Type

If the EPS code selected ends in the letter “F”, the user must select an option from the Project Type dropdown. Upon making this selection, the screen will reload to the Startup Stage page.

Select one from the dropdown list.

7.1.1.3 Project ID

This field will be prepopulated.

7.1.1.4 Managing Portfolio

The Managing Portfolio field aligns with the EPS Code Structure updates for FY22.

7.1.1.5 Project Start Date

Enter the Project Start Date.

7.1.1.6 Project Finish Date:

Enter the Planned Project Finish Date.

7.1.1.7 Project Life Cycle Cost

Enter the cost amount. The amount will be formatted in dollars and must be realistic estimates (not $1). This entry is required.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 19

7.1.1.8 OMB Reportable

This field can only be modified by VA PARS Administrators.

7.1.1.9 Is Active

Select Yes or No. Default is Yes.

Users cannot update this field unless the project record is saved and they submit a revised request.

7.1.1.10 Veteran Facing

Select Yes or No. This is a required field.

7.1.2 Planning Stage Activity

Project dates and costs are entered in the Planning Stage Activity section. Note that the Activity ID and Structure ID fields in the upper segment are prepopulated from selections made in the Core Profile section.

7.1.2.1 Planning Stage: Is Active

Available if Planning Stage Activity is active. Select Yes or No. Default is Yes. Only a Project Manager, Secondary or Team Contact, may select No.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 20

7.1.2.2 Planning Stage: OMB Reportable

Available if Planning Stage Activity is OMB reportable. If so, shows the current state of OMB Reportable. This field can only be modified by VA PARS Administrators and must be requested through a yourIT ticket.

7.1.2.3 Planning Stage Date and Cost Fields

The date fields for this workflow state are mostly Planned and Projected dates for the project. This section of the Startup Stage allows the user to update the Projected dates for the project and to enter the dates that are related to the Planning Stage.

In the Startup Stage, a user cannot enter Actual dates. Only the Planning Stage Planned and Projected dates can be updated. A user can update the Planning Stage and Project Lifecycle cost amounts.

The project team enters the Planned date for a project. Planned date is considered the baseline date, and it cannot be changed going forward. The Projected date can be different if the team has new information that may change the start or end date. Actual Start date should be entered immediately upon the start of a project, and the Actual completion date should be entered immediately upon the activity being completed.

7.1.2.4 Planned and Projected Start Dates

Enter Planned and Projected Start dates by entering directly or using the calendar object.

7.1.2.5 Planning Stage Finish Dates

Enter the Planned Planning Stage Finish Date.

Enter the Projected Planning Stage Finish Date.

When a user enters and saves a date in the Project Finish Date: (Actual) field, the user can no longer modify the projected costs for that project on the Startup Stage, for a project’s Increments, or on the Close/Transition Stage.

7.1.2.6 Planning Stage Cost

Planned and Projected cost amounts are formatted in dollars and must be realistic estimates (not $1). This entry is required.

7.1.2.7 Close/Transition Stage Finish Date

When initially entering Planned and Projected Close/Transition Stage Finish Dates, both should have the same date.

7.1.3 Project Details

The Project Details pane requires information that pertains to specific project or product goals, the Sponsor Organization, and the Office of Responsibility.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 21

The Project Goal field is limited to 250 characters and is revisable.

The Investment Name and Unique Investment Identifier (UII) fields area prepopulated when the EPS code is selected for the project record.

VA Sponsor Organization

Select one from the dropdown list.

Office of Responsibility

Select one from the dropdown list.

Primarily a Software Development or Deployment Project

The Primarily a Software Development or Deployment Project field is a radio button with Yes or No options. The default is ‘Yes’ for projects, and ‘No’ for products.

7.1.4 Error Review Panel

If a user makes an error while entering data into fields in the following sections, Project Life Cycle, Product Life Cycle, Access EPS or Manage Investments, an ‘Error Review Panel’ pop-up is displayed (see figure below). The ‘Error Review Panel’ will list all data fields in which errors have been identified. Selecting the chosen underlined hyperlink with the field’s name, navigates the user to the field’s location on the browser page where the user can correct the error selected. Once corrected, that error line item will disappear from the ‘Error Review Panel’ listing. When all errors have been rectified, the user can press the red “X” in the right corner of the ‘Error Review Panel’ to close the panel screen. If the field is a calendar or dropdown field, selecting the hyperlink displays the respective calendar and dropdown menu selections.

Selecting the three lines to the left of the panel will minimize the panel to display at the side of the screen.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 22

7.1.5 Project Artifact Dates

After the Project Metrics box, the user will find the Project Artifact Dates box in which to enter the field date.

If there is no date in the Business Epics Received Date field, users will see an error pop-up message after selecting Send to Planning Stage (“A project requires Business Epics Received Date before moving to Plan Stage.”

Business Epics Received Date

Enter the date the Epics are received.

The Customer (Business Owner) provides the Business Epics to the Project Team.

Users can only enter in the current date or past dates for these fields.

7.1.6 Stakeholder Information

The Stakeholder section consists of the Portfolio Director and the Product Owner.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 23

Name of Product Line Manager

Product Line Manager is auto populated based on the Product Line.

Name of Portfolio Director

Portfolio Director is auto populated.

Name of Product Owner

Select the people picker icon to locate the Product Owner’s name.

7.1.7 Project Manager Information

Project Manager Information must be entered if the information is not prepopulated. This is important so that when a user searches for project(s) in VA PARS, the user can find the project(s) by typing in the PM’s name using the Search bar tool.

Project Manager

This field is prepopulated when the EPS code is selected for the project record.

Phone, Extension, and Mobile Numbers

The phone number field may be prepopulated; if not, enter the Project Manager’s phone number.

Enter extension number where appropriate.

Enter a mobile number if available.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 24

Phone numbers are auto populated with a correct style format with area code and dashes.

Email

The email field may be prepopulated; if not, enter the Project Manager’s email address.

Experience Level

Select one from the dropdown list.

Secondary Contact Information

After entering the Project Manager’s contact details, a user is prompted to enter a name into the Name of Secondary Contact for IT PM field. This is important so a user can find a backup person if the Project Manager is unavailable.

Using the People Picker to obtain Secondary Contact information:

• To the right of Name of Secondary Contact for IT PM, select the People Picker icon

• The default Search Type selected is SharePoint Group: Project Team

• If the user is not in a Project Team, select All VA PARS Users

• If the user is not a VA PARS user, select All of the VA

Using this option could take more than 30 seconds.

• In the Search name field, type in the user’s Last Name

• If the user has a common last name, type user’s Last Name followed by a comma and then first initial (e.g., smith, k)

• Select the Search button

• Select the Select button next to the correct user

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 25

Secondary Contact Primary Phone and Mobile Numbers

The phone number field may be prepopulated; if not, enter the Secondary Contact’s phone number.

Enter a mobile number if available.

Phone numbers are auto populated with a correct style format with area code and dashes.

Email

The email field may be prepopulated; if not, enter the Secondary Contact’s email address.

After adding initial contacts:

• Select the Save button at the bottom of the screen and the total Startup tab will be displayed

• Once the Startup tab is displayed Additional Team Contacts can be added

7.1.8 Additional Team Contacts

After filling out the details for the Secondary Contact and selecting the Save button, the user fills out the Additional Team Contacts field. A user can add up to three contacts in this section.

The Add Contact button is unavailable until the Save button is selected.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 26

To add a contact:

• Select the Add Contact button

• Next to the Contact Name, select the People Picker icon

• The default Search Type selected is the Security Group: Project Team

• If user is not in Project Team, select All VA PARS Users

• If the user is not a VA PARS user, select All of the VA (may take some time to locate the user)

• In the Search name field, enter the user’s Last Name

• If the user has a common last name, type the user’s Last Name followed by a comma and then the first initial (e.g., smith, k)

• Select the Search button

• Select the Select button next to the correct user

Email Address

• This field may be prepopulated

• If field is not prepopulated, enter the email address

Phone

• This field may be prepopulated

• If field is not prepopulated, enter the phone number

Extension

• Enter the telephone extension number if available

• Select the Add button

A maximum of three Additional Contacts can be entered.

Editing and Deleting Contacts

The following members can edit and delete additional contacts: Project Manager, Secondary Contact, or one of the three Additional Contacts. They can also delete their own names from the contacts list. Once they delete themselves as an additional contact and save the information, then the project record will automatically go into view-only mode.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 27

To Edit an Additional Contact

To change an Additional Contact to a new person:

• Select the Edit button to the right of the person to be changed

• Select the People Picker icon to the right of the person’s name to be changed

• Remove their name from the Search field

• Follow the instructions above by typing in last name of new person and select Search

To Delete an Additional Contact

• For Projects, Additional Contact delete functionality is enabled via a button on the same row as the name

• Select the Delete button

• Select the Save button

If the user has edit permissions, Additional Contact/User Names can be deleted. Select the Delete button and then select the Save button.

7.1.9 Saving the Startup Stage

After completing the required fields in the Startup Stage, select the Save button located at the bottom of the screen. A green pop-up box displays “Startup Stage Saved”.

Buttons at the bottom of the Startup Stage page:

Save – Saves any data entered on this page.

Cancel – Cancels any data entered on this page.

Send to Planning Stage – Saves any data on this page and automatically moves to the Planning Stage page.

Edit Revise Fields – Unlocks any field marked with REV allowing it to be edited, if permissions exist.

A justification for the change must be entered and saved before moving to the next Stage.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 28

Send to Close Out/Transition Stage – Moves the project to the Close/Transition Stage. In the Startup Stage, a user will be prompted to select Send to Close Out/Transition Stage (Stopped), which is a project that has stopped for some reason and no further work will be done. User must enter a project status update in the free form text field (end the text with punctuation).

Project Summary – Provides a detailed report of the overall project in a printable format. The printable format can also be saved as a PDF file. The button is visible when a user navigates away from the project record and returns to it. Alternatively, users can select the summary hyperlink located under each project ID. This hyperlink allows users to navigate directly to the VA PARS Project Summary page for the selected record.

After selecting OK to close the confirmation message, select the Send to Planning Stage button at the bottom of the screen. A pop-up box will ask the user to select a Planning Stage start date.

Select today’s date or a previous date by selecting the calendar icon. Users cannot enter a future date for this field.

After entering the date and entering a project status update in the free form text field (end the text with punctuation) the Send to Planning Stage button at the bottom of the screen will be enabled.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 29

Select the button to close the pop-up and move the project record to the Planning Stage in the status bar at the top of the page. This action also saves the entered date in the field in the Planning Stage page.

7.2 Planning Stage

After completing the Startup Stage and selecting the Send to Planning Stage button, the user moves to the Planning Stage section. A green check mark on the Startup Stage tab indicates that

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 30

the user can proceed to the Planning Stage. The next step is to enter information regarding the Planning Stage activity dates and indicate if this is an OMB reportable activity.

Figure 41: Planning Stage tab

The Core Profile area provides a snapshot of the selected project’s information. This information is not editable. This area will only be displayed in the Planning Stage, the Build Stage and the Close/Transition Stage sections. It can be maximized or minimized.

The Project Manager or project point-of-contact is required to enter a weekly status report into the Status Update section of the screen. (See Section 10 “Status Update” for in-depth details.)

Enter the status into the New Status Update field (end the text with punctuation), then select the Save Status Update button.

Figure 42: Status Update Field and Status Update Summary button

Users can view a summary of all Status Updates by selecting the Status Update Summary button.

(See Status Update Summary.)

Most of the content will have been previously entered in the Startup Stage. In the Planning Stage, a user can check and update previously entered data as necessary and enter any new required fields not previously entered.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 31

Figure 43: Planning Stage verification

Activity ID

This field is prepopulated.

Structure ID

This field is prepopulated.

Planning Activity is Active

• This will appear as Yes or No, depending on what was selected in the Startup Stage

• User must go back to the Startup Stage to change options

Planning Activity is OMB Reportable

This field can only be modified by VA PARS Administrators.

Planning Stage Start Date

• Verify the Planned Planning Stage Start Date

• Verify the Projected Planning Stage Start Date

• Enter the Actual Planning Stage Start Date if the Planning Stage has started

Planning Stage Finish Date

• Verify the Planned Planning Stage Finish Date

• Verify the Projected Planning Stage Finish Date

Close/Transition Stage Start Date

• Verify the Planned Close/Transition Stage Start Date

• Verify the Projected Close/Transition Stage Start Date

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 32

Close/Transition Stage Finish Date

• Verify the Planned Close/Transition Stage Finish Date

• Verify the Projected Close/Transition Stage Finish Date

The Planned Close/Transition Stage Finish Date will auto populate from the Project Finish Date.

7.2.1 Cost

After entering the project dates, the next step is to enter details for the Project cost. The three costs that need to be entered are: Planned (Baseline) Costs, Projected Costs, and Actual Costs.

Planning Stage Cost

Verify the Planned and Projected Costs

Figure 44: Planning State Cost verification

The Cost screen is locked for any editing. If there is a need to update Planning Stage Planned and Projected Costs fields, do the following:

• Return to the Startup Stage tab to update the cost

• Select the Edit Revise Fields button

• Change the Planning Stage Planned Cost field

• Enter a justification for the revision of the cost

• If required, change the Planned Stage Projected Cost field

• Select the Save button

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 33

Figure 45: Project date dialog

7.2.2 ATO Information

Each system requires an Authority to Operate (ATO). An eMASS System Name is required for all projects.

Figure 46: Planning Stage ATO verification eMASS System Name

Select the eMASS System Name from the dropdown list.

Cloud Name

Select one from the dropdown list. Defaults to Not Applicable.

7.2.3 Contracting and Onboarding

Contracting and Onboarding is necessary only if the product requires an acquisition and/or contract support. If the project requires a contract, then the user must enter the information below.

Figure 47: Project date box (Contracting and Onboarding)

Project Requires a Contract

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 34

• Select Yes or No

• If Yes, the Add Contract button is activated

• If No, the user still has the option in the Build Stage to add a contract

Figure 48: Contracts in the Planning stage

Required fields have the red asterisk beside the field.

Figure 49: Add Contract in the Planning stage

Contract Name

Enter the name of the contract.

Contract Number

Enter the contract number.

Full Period of Performance Start Date

Type in the date or select the calendar icon.

Full Period of Performance End Date

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 35

Type in the date or select the calendar icon.

Contracting Officer’s Name

Select the Contracting Officer’s name from the dropdown list.

Type of Contract

Select one from the dropdown list.

Purpose of the Contract

Select one from the dropdown list.

Contract Follows an Increment-Based Structure

An Increment-Based Structure is a contract that enables increments to be started/stopped independently (CLIN, Task Order, etc.).

Select Yes or No.

Task Order Number

Enter the Task Order Number

Contracting Officer’s Name

Enter the Contracting Officer’s name.

Contracting Officer’s Phone Number

Enter the Contracting Officer’s phone number.

COR’s Name

Enter the COR’s name.

COR’s Phone Number

Enter the COR’s phone number.

Select the Save button when fields are complete.

7.2.4 Risks

Figure 50: Adding a Risk in the Planning stage

To add a Risk, select the Add Risk button.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 36

Figure 51: Add Project Risk

Risk ID

This field is prepopulated.

Risk ID Is Closed

Select Yes or No.

Date Identified

Type in the date or select the calendar icon.

Expected Migration/Close

Type in the date or select the calendar icon.

Statement

Enter an “if-then” statement about the risk. For example, “If OIT staffing is inadequate, then support to develop related enhancements will be delayed.”

Background

Enter background information about the risk.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 37

Area

Select one from the dropdown list.

Response

Select one from the dropdown list.

Probability

Select one from the dropdown list.

Impact

Select one from the dropdown list.

Root Cause

Enter the root cause of the risk.

Score Rationale

Enter a rationale for the score of the risk.

Response Strategy

Enter a strategy statement with actionable statements.

Contingency Plan

Enter a plan with actionable statements.

Risk Update

Enter an update on the status of the risk.

Business Rule: VA PARS encourages a PM to enter at least 3 project risks in order to move to the Build Stage. At least one risk must be open, or a pop-up warning will be displayed.

Figure 52: Warning regarding absence of risks

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 38

7.2.5 Increment Information

An active increment is defined as an increment with an Actual Start date but no Actual Completion Date.

Repurposing an Increment

A user can repurpose an increment for future work. When an increment is repurposed, change the Increment name and description but keep the same Increment number.

Figure 53: Anticipated/Future Increment dialog (20220105)

Structure ID

This field is prepopulated.

Increment ID

This field is prepopulated.

Is Active

Defaults to Yes.

Is OMB reportable

Defaults to No.

Increment Name

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 39

Enter name of increment.

Increment Number

Enter the number of increment(s).

Increment Description

Enter an increment description and how it relates to the overall project.

Increment Start Date

Enter both Planned (Baseline) and Projected dates.

A user cannot enter an Actual Date until the increment is started and marked Approved.

Increment Finish Date

Enter both Planned (Baseline) and Projected dates.

Increments should be no longer than 3 months in length.

The actual dates and cost fields are disabled.

Increment Cost

Enter Planned (Baseline) and Projected Increment Costs.

The amount will be formatted in dollars.

A user cannot enter an Actual Increment Cost at this point in the Planning Stage.

If the user edits an Increment that has multiple associated Releases, the following fields are displayed in the Edit Increment pop-up:

• Last 3 Production Release Dates (a calendar field that is auto populated)

• Last 3 Test Release Dates (a calendar field that is auto populated)

• Estimated Frequency of Roll Back of Planned Releases

• Estimated Time between Code Creation and Releases

• Mode of End User Engagement

• End User Results

Mode of End User Engagement

Select one from the dropdown list.

End User Results

This field is a required and revisable free text field limited to 1,000 characters when the Mode of End User Engagement field is changed from “None”.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 40

Figure 54: End User Results text field

First Release

This field is not active until the Release(s) have been entered.

When the Release(s) have been entered, the dropdown will include the list of Release(s).

Available Releases

To assign a Release to an Increment:

• Select a Release in the Available Releases field

• Select the greater-than sign “>” to move one Release to the Associated Releases field

• Select the double greater-than sign “>>” to move all Releases to the Associated Releases field

• Select Save

• If Cancel is selected, the user is returned to the Planning Stage Screen

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 41

Figure 55: Associate an Increment with a Release (20220105)

7.2.6 Releases

In the software development cycle, a release is an official launch of the application for the customers.

Figure 56: Adding a Release in Planning stage

To add a Release, select the Add Release button.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 42

Figure 57: Release dialog

Release Type

Select one from the dropdown list. Different required fields will display based on selected value.

Release Name

Enter the Release Name.

Version

Enter the Release Version.

Estimated Release Date

Type in a date or select the calendar icon.

Future dates are permitted to be entered in the Planning Stage.

Actual Release Date

This field is disabled in the Planning Stage.

Functionality/Comments

Enter a description of the functionality and related comments.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 43

Value to Veteran

Enter a comment describing the value of this release to Veterans.

Available/Associated Release Purpose

Provides optional selections that can be added to (or removed from) the Associated Release Purpose list. Prepopulated with Standard.

Is Rolled Back

Select Yes or No. Default is No.

Development Completed

This field is only required when an Actual Release Date is entered.

Associated Increment

Select one from the dropdown list of increments that can be associated to the release.

7.2.7 Planning Actual Finish Date

Figure 58: Build Stage Dates

Planning Stage Finish Date

Verify the Planned (Baseline), Projected, and Actual Planning Stage Finish Dates.

Once a user enters and saves a date in the Project’s Finish Date (Actual) field, the user can no longer modify the projected costs for that project on the Startup Stage, for a project’s Increments, or on the Close/Transition Stage.

Planning Stage Cost

Verify the Planned (Baseline), Projected, Actual amount for Planning Stage Cost.

Amount is formatted in dollars.

Cost

Enter a cost in the Planning Stage Cost (Actual) field before the project can be moved to the Close/Transition Stage, then select Save.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 44

Figure 59: Enter Actual Cost

Close/Transition Stage Start Date

Enter the Planned (Baseline) and Projected Close/Transition Stage Start Dates.

Close/Transition Stage Finish Date

Enter he Planned (Baseline) and Projected Close/Transition Stage Finish Dates.

There is no longer a time limit on the Build Stage.

7.2.8 Gateway Review

A Gateway Review occurs when a project is ready to begin the process of moving to the Build Stage. This can be done when a project has acquired contract resources and/or FTE resources for the Build Stage.

With the implementation of DevSecOps and Product Line Management (PLM), OIT is moving to Gateway reviews, which give the project team the ability to choose when they are ready to move to the Build Stage. If the project team has resources ready, then the team can select “Yes” in response to the prompted question.

• Once the user selects “Yes” and the PLM Approval box is enabled, the project team can select from the dropdown

• Selecting Approved or Rejected auto populates the PLM Approval Date. The user is required to enter comments about the Gateway review. Example: “Ready to move to Build Stage for Collaborative Terminology Tooling Data Management. We are exercising an Option on a current contract, so this is development already underway.”

• An email notification of the project team’s selection is sent to the Product Line Manager that is listed

• If every other requirement is completed for the Planning Stage, the “Send to Build Stage” button will be enabled

If the Product Line Manager does not agree with the Gateway Review approval and decides that sufficient resources are not ready, the project team should select Rejected for the PLM Approval.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 45

Figure 60: Gateway Review

Business Epics Received Date

This field is prepopulated from the Startup Stage.

Does your project have enough resources, for personnel and funds, approved to continue?

Select Yes to enable Product Line Manager fields. Default is No.

PLM Approval

Select one from the dropdown list (default is Pending).

Product Line Manager

This field is prepopulated.

PLM Approval Date

This field is auto populated with the current calendar date when Approval or Rejected is selected from the dropdown in the PLM Approval field.

Gateway Review Comments

This is a free form text field to enter comments relating to the Gateway Review.

Select the Save button after entering comments.

An approved Gateway review must exist before moving to the next stage.

Figure 61: Buttons at the bottom of the Planning Stage Screen

Buttons at the bottom of the Planning Stage Screen:

Save – Saves any data entered on this page

Cancel – Cancels any data entered on this page

Send to Build Stage – Saves data on this page and automatically moves the project from the Planning Stage to the Build Stage page. Select this button only after completing the activities in the Planning Stage and when the project is ready to move to the Build Stage.

Edit Revise Fields – Unlocks any field marked with REV to allow it to be edited.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 46

A justification for the change must be entered and saved before moving to the next stage.

Place Project in Pause Status – Moves the project into a paused status.

Send to Close/Transition Stage – Moves the project from the Planning Stage to the Close/Transition Stage.

Project Summary – Provides a detailed report of the overall project in a printable format. The printable format can also be saved as a PDF file. The button is visible when a user navigates away from the project record and then returns to it. Alternatively, users can select the summary hyperlink located under each project ID. This hyperlink allows users to navigate directly to the VA PARS Project Summary page for the selected record.

7.2.9 Send to Build Stage

When users want to send a project in the Planning Stage to the Build Stage, they are required to enter the Planning Stage Actual Finish Date, select the increment to associate to the Build Stage from the Open Increments dropdown and enter a date for “When is your increment Actual Start Date?” before the project can be routed to the Build Stage.

To begin, at the bottom of the screen, select Send to Build Stage.

Figure 62: Send to Build Stage buttons

A pop-up will display, with the Send to Build Stage button disabled until the user provides the pop-up screen information.

Figure 63: Send to Build Stage pop-up

Users can select the calendar icon to select a date. Only the current date or a historical date can be selected because future dates are not allowed for the Planning Stage Actual Finish Date and Increment Actual Start Date fields.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 47

Figure 64: Entering Send to Build Stage dates

The user selects the enabled Send to Build Stage button.

Figure 65: Send to Build Stage button

The page will reload with the project now displayed in the Build Stage and the date selected in the pop-up populated in the Planning Stage Finish Date (Actual) field.

Figure 66: Build Stage Finish Date Actual field

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 48

7.2.10 Project Send to Close/Transition Stage (Stopped)

If a project needs to be stopped for any reason in the Planning Stage, the project can be moved to the Close/Transition (Stopped) Stage by selecting the Send to Close/Transition Stage button.

Figure 67: Project to Close/Transition Stage

In the Send to Close/Transition Stage (Stopped) pop-up, the user must select a date for the Close/Transition Actual Start Date (*required) field. Entering a number into the Planning Stage Cost: (Actual) field is not required. Upon completion, select the Send to Close/Transition Stage (Stopped) button.

Figure 68: Planning Stage to Close (Stopped)

Figure 69: Close/Transition Stage dates

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 49

After selecting the Send to Close/Transition Stage (Stopped) button, the Close/Transition Stage Dates screen will display the project Close/Transition record. The Close/Transition Stage Start Date:

(Actual) field will auto-populate based upon information entered on the previous screen. The Project Close Out field will display Closed Stopped in the dropdown, and the user must enter text into the Project Close Reason field before saving the record.

8 BUILD STAGE

8.1 Build Stage Dates Screen

After completing the Planning Stage, select the Send to Build Stage button or select the Build Stage button at the top of the screen.

Figure 70: Send to Build Stage dialog

The Core Profile area provides a snapshot of the selected project’s information in view-only mode.

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 50

Figure 71: Build Stage

Figure 72: Defining Increments

INTERNAL USE ONLY VERSION 7.0 • JANUARY 2022 PAGE 51

Figure 73: Releases and Risks

Figure 74: Adding a Code Sharing Submission

Only the Project Manager or project point-of-contact can Add Status Update into the Status Update section.