Bidders Library TRB CAB Charter V4 0 121420.pdf

Joint Interoperability Test Command (JITC)

Testbed Operations

Technical Review Board (TRB) / Change Advisory Board (CAB) Charter

Fort Huachuca, AZ

Version 4.0

November 2020

Version Control Statement

Changes to this Charter and its appendices will be documented in the Revision History section.

The purpose of the Revision History section is to document the progress and enhancements to this Charter and to provide a point of contact regarding document content. This is considered to be a living document that will be updated as requirements are added.

Revision History

Date Revision Author Description of Revision

Nov 2020 4.0 MAJ Eduardo Gonzalez

Added Technical Review Board and Change Advisory Board. Defined responsibilities, and CCA Compliance

Points of Contact

Eduardo A. Gonzalez, MAJ, eduardo.a.gonzalez14.mil@mail.mil, (520) 538-8751

Adrian Vasquez, adrian.f.vasquez.civ@mail.mil, (520) 538-2220 mailto:eduardo.a.gonzalez14.mil@mail.mil mailto:adrian.f.vasquez.civ@mail.mil

TABLE OF CONTENTS

1. Purpose

2. Background

2.1 Scope

2.2 Key Activities

3. TRB/CAB Roles and Responsibilities

3.1 TRB/CAB Members

3.2 Roles and Responsibilities

4. Conducting the TRB/CAB

4.1 Conducting the TRB

4.2 Conducting the CAB

4.3 Emergency CAB (ECAB)

4.4 Electronic Voting Procedures

5. Schedule

6. Continual Service Improvement (CSI)

7. Revisions

8. Charter Approval

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1. Purpose

The Testbed Operations Technical Review Board (TRB) and Change Advisory Board (CAB) are the change control authority responsible for enforcement of JITC Change Management (CM) policy overseeing the uniform application of JITC CM practices as approved by the JITC Technical Director, Deputy Commander, and Commander on JITC’s Testbed Infrastructure. The TRB/CAB process will be JITC’s synchronization forum between Test Divisions and Testbed Support Operations to deliver Testbed Infrastructure to the Command. JITC IPR’s, Spend Plan Reviews, Command and Staff, and Mission Briefs are also JITC forums that help synchronize and ensure JITC mission execution while balancing cost saving efforts. This TRB/CAB forum focuses on the activities required to deliver Testbed Infrastructure to the Test Divisions but still relies on information that comes from other forums to make informed decisions that are best for the command. As represented in Figure 1, many moving pieces and personnel are involved to deliver Testbed Infrastructure to the Test Divisions from Planners, System/Network Administrators, Cyber Security, Facilities, and the Service Desk. The JT3 Testbed TRB/CAB is ensuring that requirements are met in the most effective and efficient way within the boundaries of Department of Defense and JITC policies. As a command, we will focus on information technology resource planning to support the mission while implementing a capital planning and investment control process that links budget formulation and execution. Critical that we think and analyze across the command before investing in information systems.1

Figure 1: Graphical Representation of Testbed Operations and Support to Test Divisions.

1 Efficiencies Synchronization and analysis example: JITC Consolidated License was a direct result of Spend Plan reviews and coordination with JT3 Testbed to consolidate over 43 License purchases to just eight consolidated purchases saving hundreds of labor hours.

2. Background

2.1 Scope

The TRB is the advisory body to the Branch Chiefs and the Division Chief. The CAB focus is to address all new changes affecting the JITC Testbed Ops infrastructure and to evaluate their validity. Collectively the TRB/CAB is also the official forum to address requirements, action items, and customer input. Change Requests will enter the TRB/CAB process via an ITSM Ticket as a request. From a request and review of the ticket, the Change Request may move into Plans/Engineering, Costing & Procurement or Implementation & Resolution. Every change request is unique in its own way but will generally follow this flow.

2.2 Key Activities

• TRB:

o Ensure customer requirements are vetted, staffed and prepared for the CAB. TRB members are the technical experts in the command including Testbed Plans/Engineer, Installers/Operator/Maintainers, Cyber Security/Information System Security Officers and Managers. Assigned Change Managers will work with the customer and complete a Testbed System Requirements Document (TSRD) v2.12 capturing all required data for CAB review and approval.

o Meet customer requirements utilizing on hand JITC resources to provide the most cost efficient solution for the organization. When unable to resource with available assets, conduct analysis of alternatives to determine and engineer

2 TRSD Document defines the Test Divisions requirements and provides a documented, engineered solution factoring in technical requirements, resources, cybersecurity, project timelines, and system acceptance criteria (Measures of Performance/Measures of Effectiveness associated with the changes to enable monitoring of adequacy and performance). Document outline includes Cost/Resourcing/Procurement for projects that cannot be met with on hand resources to be briefed to JITC leadership.

solutions that meet the requirements in the most efficient manner (i.e, use of

COTS).3

o Ensure IT requirements and recommendations for change reflect enterprise-wide priorities, and are synchronized with supporting standards.

o Prioritize changes based on knowledge of impact, urgency, risk and consequence criteria, and limit changes to those that are necessary or offer significant benefit.

o Ensure proper planning and implementation of validated and approved changes.

National Institute of Standards and Technology publications will be referenced as applicable during each step of the change to ensure Cybersecurity controls are met.

o Provide input to the Configuration Management Database (CMDB) to track changes from inception to completion (audit trail) that will remain in the CMDB for a period of no less than three years.

o Define Standard Changes and establish and manage the process for the submission, review and approval of the addition of new Standard Changes. Note:

Standard Changes are pre-approved changes that are considered low risk and performed frequently.

o Present Nonstandard Changes for review to the higher level decisions makers for prioritization, resourcing and risk approvals.

o Define workflows for all service management processes.

• CAB:

o Approve/Disapprove TRB recommendations, assign and prioritize.

o Review and Approve TRSD o Assess Alternative Analysis to determine if most efficient solutions have been planned and engineered. Also important to review Measures of Performance and Measures of Effectiveness to ensure capabilities and investments delivered moved organization towards mission accomplishment.

o Brief Change Requests requiring un-forecasted resources to JITC leadership (Technical Director, Deputy Commander or Commander).

o Review and validate previously approved changes that are in deferred status or have exceeded their implementation date.

o Set a timeline and suspense’s for any proposed changes.

o Assign a Change Coordinator to direct the change.

o Approve workflows for all service management processes.

o Manage the Service Catalog.

3. TRB/CAB Roles and Responsibilities

The Change Management process is supported by government and contractor personnel.

Government personnel are responsible for approving changes and are accountable for the

3 TRB Members review all IT Micro purchase packets as “Testbed Review” to ensure equipment is not already on hand or to ensure the correct equipment is ordered. JITC Tech Director always directs Test Divisions to JT3 for approval prior to a Simplified Acquisition Package submission for IT to ensure analysis has been conducted.

enforcement and implementation of the change process. Contractor personnel will provide support to the government through the CM process.

3.1 TRB/CAB Members

TRB/CAB members have a fundamental responsibility to adequately prepare for and attend scheduled meetings. This requires a commitment to perform the assigned duties and functions as a CAB member lending support to the body as it relates to their area of expertise, responsibility, or accountability.

Member Name Role

TRB/CAB Facilitator/Service Center Manager. Facilitator Branch Chief (JT3 A/B/C/D, JT2 (Cyber Security) CAB Voting Members Que Managers Ticket Management Testbed Functional Area Leads (Section Chiefs) TRB Advisor Information System Security Manager (ISSM) TRB Advisor Information System Security Officer (ISSO) TRB Advisor Assigned Change Coordinator TRB Advisor Operations Management Branch (as required) TRB Advisor Facilities Branch (as required) TRB Advisor Security Branch (as required) TRB Advisor Accountable Property Office (as required) Advisor Change Requester Customer Other Impacted Parties (as required) Information

3.2 Roles and Responsibilities

Descriptions of the functional roles that CAB members have are listed below. Some personnel may serve more than one functional role. If a person serves more than one role that allows voting privileges, that person will only have one vote.

3.2.1 TRB/CAB Facilitator/Service Center Manager: Responsible for monitoring, controlling, and managing the process to ensure Change Management operates effectively and efficiently.

Organizes TRB/CAB meetings, agendas and minutes.

3.2.2 Branch Chiefs. Represent JITC as the Government decision makers and provide their recommendations to the JITC Technical Director, Deputy Commander or Commander. Senior Advisors, responsible for technical oversight of site IT Service Management, functional area missions, projects, and provide technical management expertise to the CAB.

3.2.3 Queue Manager. Manages all changes through the stages of the change process and verifies that all milestone criteria have been addressed prior to moving a change to its next phase.

Updates the CMDB as applicable.

3.2.4 Testbed Operations Functional Area Leads. Advisor responsible for one or several functional areas of the branch test support mission. Within JT3 these will be the Computing Services, Network Services, Lab Management, Tactical Edge Testbed, COMSEC, Planners/Engineers, Cyber/IA and Service Management functional area leads or representatives.

3.2.6 Information Systems Security Manager (ISSM). Responsible for authoritative input to the TRB/CAB for matters related to Information Assurance (IA)/Cybersecurity.

3.2.7 Information Systems Security Officers (ISSO). Responsible for authoritative input to the TRB/CAB for matters related to IA/Cybersecurity for an ISSM designated information system, enclave, or computing environment.

3.2.8 Change Coordinator. Responsible for coordinating with Testbed Functional Area Leads to determine what services are required for the tests/events. Will serve as the Change Coordinator for those tests/events. Updates the CMDB as applicable.

3.2.9 Change Requester. Identifies the business or technical need for the change, provides detailed requirements, substantiating artifacts (documents, diagrams, plans, etc.) and is responsible for funding.

3.2.10 Operations Management Branch. Responsible for authoritative input to the CAB for matters related to overall JITC business interests.

3.2.11 Facilities Branch Responsible for authoritative input to the CAB for matters related to facility power, space, safety, heating, ventilation and air conditioning (HVAC), storage, etc..

3.2.12 Security Office. Responsible for authoritative input to the CAB for matters related to physical security (clearances, access control, facility certification, etc.).

3.2.13 Accountable Property Office. Responsible for authoritative input to the CAB for matters related to property accountability.

3.2.14 Change Requestor: Customer that provides the TRB/CAB the requirement. Critical that they come with a clearly defined requirement.

3.2.15 Other impacted parties. Provides input on changes as it relates to how change approval would impact test activities or functional areas.

4. Conducting the TRB/CAB

4.1 Conducting the TRB

The Service Center Manager will maintain overall visibility and status of all Normal and Emergency changes and facilitates the flow and conduct of the TRB. The TRB meeting will convene once a week and conduct as identified below:

• Call to order and roll call.

• Follow the prepared agenda and list of changes.

• Discuss changes; giving consideration to feasibility, capabilities, impact, schedule, security, and IA.

• Recommend to move ticket to CAB or request more information from customer for further review.

• Advise the CAB to continue processing, hold, return, or cancel changes at each stage.

• Record and distribute TRB minutes.

4.2 Conducting the CAB

The Service Center will maintain overall visibility and status of all Normal and Emergency requested changes and facilitates the flow and conduct of the CAB. The CAB meeting will convene and conduct as identified in the schedule below:

• Call to order and roll call.

• Follow the prepared agenda and list of changes for voting consideration.

• Review and Decide on changes; giving consideration to feasibility, capabilities, impact, schedule, security, IA and cost.

• Assign a Change Coordinator to oversee planning and implementation of the change.

• Prioritize and establish schedules (timelines and suspense) for each change.

• Determine change milestone deliverables and approval criteria.

CAB/ECAB approval requires a quorum consisting of 1) FUOPS, CUOPS (FGGM/Ft Hu), Facilities and IA Branch. This quorum and a majority consensus are required for change approval at any phase.

If a consensus is not met, additional votes may be obtained through other avenues, such as Division Chief or JITC Technical Director Advisement.

• Close out all changes as determined by the board to be invalid.

• Record and distribute CAB minutes.

• Enforce the change process.

4.3 Emergency CAB (ECAB)

An ECAB follows the same process as a planned CAB but in an accelerated pace. An Emergency Change may be convened outside of the regularly scheduled CAB meeting. The person requesting the Emergency Change sends a completed request to the Service Center Manager and identifies the timeline and justification. Approval of the Emergency Change is not automatic and it has to follow the process.

• The Service Center Manager coordinates a voting deadline with the CAB Chair.

• The Service Center Manager schedules a face to face or other collaborative (phone, email, etc.) ECAB.

• Advisors complete review, coordination, and voting by the established deadline.

• All voting rules regarding the quorum and tie break of the Normal change applies.

Final ECAB results (email, note, attachment, etc.) will be added to the open change.

4.4 Electronic Voting Procedures

Certain issues may arise to where a CAB meeting might need to be cancelled or a new change needs to be brought to attention before the next meeting, but it is not an Emergency Change. The following procedures can be applied to changes that meet this criteria or lack the sufficient amount of approval votes from a previous CAB meeting:

• The Change Manager sends the change via an encrypted and a digitally signed email to the members and requests a consensus via the “Use Voting Buttons” option of Microsoft Outlook. Included in the email are the current status of the change, current consensus, deadline, and any pertinent information that will help the CAB make an informed decision.

• Advisors complete review, coordination and voting by the established deadline.

• When the consensus has been captured, the Change Manager sends an update to CAB members detailing the status of the change.

• The consensus is added to the change and the change is moved to the recommended stage, if applicable.

5. Schedule

Wednesday – ITSM Ticket Scrub (Identify any new tickets to be discusses at the TRB)

Thursday – TRB Meeting (Provide status of working CRQ’s, introduce new CRQ’S)

Tuesday – CAB Meeting (Review CRQ’s, make decisions on plans or elevate to JITC leadership as necessary.)

6. Continual Service Improvement (CSI)

Immediately following the CAB, the CUOPS Branch Chief will review the Information Technology Service Management (ITSM) processes, to facilitate continuous improvement of the CAB and its support technologies, processes and procedures. CSI changes will be captured and managed using the CAB process. Some of the areas in development and improvement are:

• TRB/CAB charter revision

• Standard Operating Procedures

• Service Catalog

• Service Request Definitions (SRDs)

• ITSM functionality, user development and management

7. Revisions

This charter will be revised as needed with an affirmative vote by 2/3 of the voting members. A proposed amendment to the charter should be submitted in writing to the CAB Chair for review and action.

8. Charter Approval The CAB members have reviewed and approved the contents of this document and agree to be held mutually accountable for adherence to the charter.

Mr. David Fisher Mr. Richard Delgado Chief, Testbed Operations Division JITC Technical Director