SPEBO_Configuration_Management_Plan_Redacted.pdf

SSP ERP Business Office Configuration Management Plan

Strategic Systems Programs 7/13/2017

SSP ERP Business Office Configuration Management Plan

SPEBO Configuration Management Plan 20170713.Docx Page 3 of 28

Table of Contents

1.0 Introduction

1.1 Reference Documents

1.2 Roles and Responsibilities

2.0 SPEBO Configuration Management Approach

3.0 SPEBO Navy ERP Handbook

4.0 SPEBO Navy ERP Business Rules

5.0 SPEBO Navy ERP Business Process Flows

6.0 SPEBO Navy ERP White/Issue Papers

7.0 SPEBO Navy ERP Instructor Led Training

8.0 SPEBO Learning Aids

9.0 Role Management

10.0 Navy ERP Contractor Procurement Sensitive Role Request

11.0 Business Intelligence Reports

12.0 Acronyms

Appendix A – SPEBO Configuration Management Matrix

Table of Figures Figure 3-1 SPEBO Navy ERP Scenario Handbook Configuration Management Process Figure 4-1 SPEBO Navy ERP Business Rules Configuration Management Process Figure 5-1 SPEBO Navy ERP Business Process Flows Configuration Management Process .. 11 Figure 6-1 SPEBO Navy ERP Business White/Issue Papers Configuration Management Process Figure 7-1 SPEBO Navy ERP Instructor Led Training Configuration Management Process Figure 8-1 SPEBO Navy ERP Learning Aids Configuration Management Process Figure 9-1 Navy ERP New Account Process (Enterprise) Figure 9-2 Navy ERP Change Existing Account Process (Enterprise) Figure 10-1 Navy ERP Contractor Procurement Sensitive Role Request Governance Process (Enterprise) Figure 11-1 Business Intelligence Reporting Requirements, Approval, and Development Governance Process

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1.0 Introduction

Strategic Systems Programs (SSP) implemented Navy Enterprise Resource Planning (ERP) in October 2012. The SSP Navy ERP Business Office (SPEBO) holds sustainment responsibility for all aspects of SSP Navy ERP business processes and production operations to include Workforce Management, Procurement, Property, Financial, and Supply Chain Management functionality. The SSP ERP Sustainment Plan (Reference A) outlines how SPEBO operates during the sustainment period and provides support to SSP end users and business process owners within the Navy ERP environment. The SPEBO Governance document (Reference B) describes how critical business decisions that impact SSP’s ongoing execution and sustainment of the Navy ERP solution are identified, escalated and adjudicated.

Configuration Management (CM) includes control of content, versions, changes, and distribution of information and is focused on the rigorous control of the work products. The SPEBO Director leads the CM efforts throughout the sustainment of Navy ERP. The SPEBO CM Plan (CMP) compliments the SPEBO Governance document by defining standardized processes for creating, revising, and maintaining configuration of critical documents. The CMP also describes the upload process of this documentation to Livelink so that the controlling version is referenced to support the sustainment of Navy ERP across the SSP command.

1.1 Reference Documents

• Reference A – SPEBO Sustainment Plan

• Reference B – SPEBO Governance

• Reference C – SSP Navy ERP Scenario Handbooks

• Reference D – SSP Navy ERP Business Rules Master List

• Reference E – SSP Instruction 4400.6 - Business Process Ownership

• Reference F – Data Integrity Phase 1 Master List

• Reference G – Customer Liaison Standard Operating Procedure (SOP)

• Reference H – SPEBO Business Intelligence Report Development and Production SOP

For an electronic version of these documents, email SSPERP@ssp.navy.mil or visit the following site: https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3169002.

1.2 Roles and Responsibilities

Various procedures are demonstrated in the following sections via process flows. In these process flows, the swim lanes or the horizontal aspects of the process flow, draw a correlation between roles and responsibilities. See below for a brief description of roles used in the CMP.

• Module Lead – SPEBO member who is responsible for the Navy ERP Modules to include Asset Management (AM), Controlling (CO), Financial Accounting (FI), Financial Management (FM), Inventory Management/Warehouse Management (IM/WM), Material Management (MM), Project Systems (PS), Sales and Distribution (SD), and Workforce Management (WFM). The SPEBO also has Module Leads for Workflow (WF) and the Defense Travel System (DTS).

https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3185988 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3185988 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3169010 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3168838 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3185988 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3325242 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3169606 https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3169197 mailto:SSPERP@ssp.navy.mil https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3169002

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• Team Lead – SPEBO member who leads the Module Leads to include Business Process, Production Operations, Business Intelligence, and Customer Liaison (CL).

• CL Team / Headquarters (HQ) CL Team – SPEBO members on the CL Team who ensure Navy ERP users have the access, knowledge, and tools to perform their functions in Navy ERP.

• Configuration Master – SPEBO member who controls standards documentation and standards maintenance in given documents and Livelink version controls.

• Subject Matter Expert (SME) – SSP members who are the expert in the respective discussion or area.

• Program Manager (PM) – The SPEBO Director.

• SSP End User – SSP command personnel (HQ and Field) who transact in Navy ERP.

• SPEBO Business Intelligence (BI) Team – SPEBO members on the BI Team who provide reports to satisfy business needs.

• SPEBO Functional Teams – SPEBO members responsible for knowledge of Navy ERP

Modules to include AM, CO, FI, FM, IM/WM, MM, PS, SD, WFM.

• Navy ERP Security / BASIS Teams – Tier 3 teams within the Navy ERP Program

Management Office who validate the back-end security requirements of end user accounts.

• Supervisor – SSP employees who are coded as supervisors in the system and can perform account and role approvals in Access Enforcer (AE).

• AE Submitter – CL team member responsible for entering role mapping requests into Navy ERP.

• Navy ERP Training Coordinator – CL team member responsible for booking Navy ERP training courses for end users and who monitor follow-ups and completions to ensure end users gain appropriate access to Navy ERP.

• Government Security Manager (GSM) / Facility Security Officer (FSO) – Security personnel with AE workflow approval responsibilities.

• Requestor – Individual submitting a request.

• Branch Head – SSP managers who lead branches.

• Board of Directors (BOD) – SSP’s official BOD.

2.0 SPEBO Configuration Management Approach

The purpose of this plan is to identify the processes, procedures and methods that ensure robust CM for specific Navy ERP documents. The primary objective of the SSP CMP is to ensure vigorous configuration identification, control, and status accounting is conducted for SSP documentation and processes related to the sustainment of Navy ERP. Additionally, an overall objective of this plan is to ensure that changes made to SSP documents or processes are managed and maintained via a defined and controlled environment. To support this objective, the SPEBO is using the SSP Livelink repository to manage all Navy ERP related documents.

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This CMP addresses the configuration management of SPEBO documents from initial development and modification through the retirement of the document. Additionally, the CMP describes how governance is conducted for the identified SPEBO documents and processes, how configuration management is conducted, and how configuration control is maintained. Any SPEBO team member, which includes civilian and support contractors who create or revise existing documents related to Navy ERP at SSP, follows the guidelines as outlined in the CMP.

The sections below provide detailed CM governance process flows and step lists, describe how CM is conducted and maintained, and show where controlling documents, process, and work products can be located. For additional information refer to the SPEBO Configuration Management Matrix (Appendix A).

3.0 SPEBO Navy ERP Handbook

The SSP Navy ERP Handbook documents and describes the business process scenarios followed during sustainment of Navy ERP across the SSP command. The Handbook is divided into sections that encompass the major business processes within the major business scenarios:

• Check-In to Check-Out (Workforce Management) provides a cross-functional view of personnel functions.

• Budget to Authorize (Funds Management) provides transactions for cost planning, project structures, funds allocation and control, and budgetary ledger account deviations.

• Plan to Perform (Project Systems) provides a view of all aspects of Navy project management including initiation, planning, execution and closing.

• Plan to Pay (Material Management) provides supply chain management (Plan to Delivery and Procure to Pay) and Order Fulfillment (Order to Cash).

• Plan to Stock (Material Management) provides lifecycle support transactions (procurement, repair, inventory management, warehouse management, and disposal) of Operating Materials and Supplies (OM&S).

• Acquire to Dispose (Asset Management) provides transactions to support events during life cycle management of an asset or equipment.

• Post to Report (Financial) – provides transactions to support completion actions that reflect budgetary and proprietary postings.

Each SSP Navy ERP Scenario Handbook describes purpose, overview, lifecycle, master data, key functionality, company code business area deviations, interfaces, reports, user roles and acronyms (Reference C).

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The Business Process Integration Team (BPIT) Lead manages the content and configuration within the Handbook to ensure accurate version control and governance. The Handbook is maintained on both the internal and external side of Livelink. On the internal side, which is only accessible to SPEBO personnel, previous and editable versions of the Handbook sections are posted by scenario and archived within each scenario folder. Updates to the external Livelink section, which is available to SSP personnel, are posted to scenario folders after Handbook sections are converted to Portable Document Format (PDF) to prevent end users from altering the documents.

Figure 3-1 depicts the SPEBO CM governance process for adding, changing, and/or deleting content from the Handbook. Following Figure 3-1 is a detailed description of the process flow steps.

Configuration Management SOP - Handbook

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Figur e 3-1 SPEBO Navy ERP Sce nar io Handbook Configuration M anagement Process

1. Create/Change/Delete Document: Module Team (Government or CSS) identifies the need to create or modify a Handbook section. The need can come from anywhere across the command or can be generated from a Navy ERP functional or system change. The request can then be submitted through an email, HEAT ticket, or in-person discussion.

All changes must be tracked and the BPIT Lead must be notified that changes are being composed. Ensure the most recent document is updated by downloading the latest published editable document from Livelink:

Enterprise -> Livelink Projects -> ERP -> SPEBO -> 03 Business Processes -> 02 Handbook or

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2. Government Review: Government personnel assigned to the affected module reviews the validity of the request. Review should include checking for existing content that may already satisfy the need, and ensuring the information is clear, concise and accurate.

3. Review: Team Lead (Business Process Integration Team (BPIT), Production Operations (Prod Ops), Customer Liaison (CL), and Business Intelligence (BI)) of the affected module reviews the request. Team Lead validates if request meets criteria.

4. Review: BPIT performs content review and ensures conformance with configuration procedures.

5. Standardize: Configuration Master performs standards review and applies standards.

6. Approve: SPEBO PM reviews and approves the final document.

7. Publish to Livelink: Documents are posted to the appropriate area in Livelink (internal and/or external).

8. Comm Required? If yes, draft communiqué and proceed to step 9. If no, proceed to End.

9. Approve Communiqué: SPEBO Program Manager reviews and approves the communiqué.

10. Send Communiqué: The communication is only disseminated to end-users with affected roles in Navy ERP. The CL Team sends the email communication to the appropriate parties and includes the SME/Business Process Owner in the body of the email for contact. The email is sent from the SSP ERP mailbox.

4.0 SPEBO Navy ERP Business Rules

The SSP Navy ERP Business Rules (BRs) further clarify and guide business activities for SSP specific processes or tasks that are not enforced or restricted by Navy ERP functionality. The BRs are in statement format and are categorized by functional areas. BRs align business behaviors, processes and roles with the enterprises’ declared business strategy. The language of a BR is explicit and unambiguous leaving the reader no doubt what is required or option whether or not to comply. Finally, a BR is written in such a way that it explicitly informs the reader what to do, rather than what not to do. However, it is not necessary to develop, approve and publish BRs that are Navy ERP system controlled and deliver the desired business outcomes.

As SSP Navy ERP matures, BR changes may be required. The BPIT Lead is responsible for developing a process that maintains configuration control over all SSP Navy ERP BRs ensuring that the business process owners agree and stakeholders are aware of changes. All communications to affected end users is communicated via the CL Team. The configuration controlled BR master list resides in the SSP Livelink document repository (Reference D).

https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3169010

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The Navy ERP BRs are maintained on both the internal and external side of Livelink. On the internal side, which is only accessible to SPEBO personnel, the BPIT Lead is responsible for maintaining the BR master list. Updates to the external Livelink section, which is available to SSP personnel, are the responsibility of the BPIT Lead. The BR master list posted on the external side of Livelink is filtered to exclude deleted BRs and then locked to prevent end users from altering or changing the master list. The master list includes the business process, affected ERP function, transaction code (T-code), creation level and last updated. The internal side has additional fields to aid SPEBO in the management of these rules.

Figure 4-1 depicts the SPEBO CM governance process for maintaining the master list of Navy ERP BRs. Following Figure 4-1 is a detailed description of the process flow steps.

Configuration Management SOP – Business Rules

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Figur e 4-1 SPEBO Navy ERP Bus ine ss Rules Configuration M anagement Pr ocess need to create, change or delete a BR. The need can come from anywhere across the command or can be generated from a Navy ERP functional or system change. The request can then be submitted through an email, HEAT ticket, or in-person discussion.

The requestor must update the BR Master or notify the BPIT lead. Ensure the most recent document is updated by downloading the latest published editable document from Livelink:

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Enterprise -> Livelink Projects -> ERP -> SPEBO -> 03 Business Processes -> 01 Business Rules or https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3168838

2. Government Review: Government personnel assigned to the affected module reviews the validity of the request. Review should include checking for existing content that may already satisfy the need, and ensuring the information is clear, concise and accurate.

3. Review: Team Lead (BPIT, Prod Ops, CL, and BI) of the affected module reviews the request. Team Lead ensures request meets criteria.

4. Discuss and Validate: Discuss the updates with the affected SME/ Process Owner, who should in turn route the updates to the affected community group. For additional information regarding business process owners and associated communities see SSP Instruction 4400.6 Business Process Ownership (Reference E). Note: BRs must be vet through the Field Activities via the CL team.

5. Review: BPIT performs content review and ensures conformance with configuration procedures.

6. Standardize: Configuration Master performs Standards Review and applies standards.

7. Approve: SPEBO PM reviews and approves the final document. Configuration Master schedules meetings with BR authors as needed. Adjustments are made as required.

8. Publish to Livelink: Documents are posted to the appropriate area in Livelink (internal and/or external).

9. Update to BR required?: Determine whether the request warrants an update to Data Integrity Phase 1 (Reference F). If yes, proceed to Step 10. If no, proceed to Step 11.

10. Update DI Phase 1: The Module Team updates Data Integrity Phase 1 file as needed.

11. Comm Required? If yes, draft communiqué and proceed to step 12. If no, proceed to End.

12. Approve Communiqué: SPEBO PM reviews and approves the communiqué.

13. Send Communiqué: The communication is only disseminated to end-users with affected roles in Navy ERP. The CL Team sends the email communication to the appropriate parties and includes the SME/Business Process Owner in the body of the email for contact. The email is sent from the SSP ERP mailbox.

5.0 SPEBO Navy ERP Business Process Flows

The SSP Business Process Flows (BPFs) document and illustrate end-to-end as-is business processes for SSP. The BPFs focus on processes that are unique to SSP and define areas of business process ownership, responsibility, and the handoffs between SSP branches and functions.

https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3168838

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The SPEBO BPIT Lead is responsible for developing a method to maintain configuration control of all SSP Navy ERP BPFs, ensuring business process owners agree and stakeholders are aware of changes. All communications to affected end users are communicated via the CL Team. The BPIT Lead manages the central list of BPFs to ensure version control and governance. The configuration controlled SSP Navy ERP Process Flow Master List, which also includes the Process Flow Formatting Checklist and the Process Flow Guidelines Presentation, resides in the SSP Livelink document repository.

The Navy ERP BPFs are maintained on both the internal and external side of Livelink. On the internal side, which is only accessible to SPEBO personnel, the current documents are posted to subfolders by module. On the internal side, the current/controlled version of the BPFs, associated Step Lists, and Cover Letter are posted to a Complete Packages – PDF Only folder.

The BPF Master List is also posted to the internal side and is not archived. Updates to the external Livelink section, which is available to SSP personnel, are the responsibility of the Business Process Integration Team Lead. On the external side all final BPFs are converted to PDF and posted to folders categorized by Process Owner (e.g., Comptroller) and are non-editable. The BPFs Master List is not posted to the external section. The BPIT Lead is responsible for all uploads to this area.

Figure 5-1 depicts the SPEBO CM governance process for maintaining SSP Navy ERP BPFs.

Following Figure 5-1 is a detailed description of the process flow steps.

Configuration Management SOP – Process Flows

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Figur e 5-1 SPEBO Navy ERP Bus ine ss Pr ocess Flows Configuration M anagement Pr ocess

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1. Create/Change/Delete Document: Module Team (Government or CSS) identifies the need to create, change or delete a Process Flow. The need can come from anywhere across the command or can be generated from a Navy ERP functional or system change. The request can then be submitted through an email, HEAT ticket, or in-person discussion.

The requestor must update the Process Flow or notify the BPIT lead. Ensure the most recent document is updated by downloading the latest published editable document from Livelink:

Enterprise -> Livelink Projects -> ERP -> SPEBO -> 03 Business Processes -> 11 Process Flows -> Editable Documents or https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=4436061

Note: The configuration controlled SSP Navy ERP Process Flow Master List, which includes the Process Flow Formatting Checklist and the Process Flow Guidelines Presentation, is also posted to Livelink.

2. Government Review: Government personnel assigned to the affected module reviews the validity of the request. Review should include checking for existing content that may already satisfy the need, and ensuring the information is clear, concise and accurate.

3. Review: Team Lead (BPIT, Prod Ops, CL, and BI) of the affected module reviews the request. Team Lead ensures request meets criteria.

4. Discuss and Validate: Discuss the updates with the affected SME/ Process Owner, who should in turn route the updates to the affected community group. For additional information regarding business process owners and associated communities see SSP Instruction 4400.6 Business Process Ownership (Reference E).

Note: The FIAR team must review all BPFs.

5. Review: BPIT performs content review and ensures conformance with configuration procedures.

6. Standardize: Configuration Master performs Standards Review and applies standards.

7. Approve: SPEBO Program Manager reviews and approves the final document.

Configuration Master schedules meetings with PF authors as needed. Adjustments are made as required.

8. Publish to Livelink: Documents are posted to the appropriate area in Livelink (internal and/or external).

9. Comm Required? If yes, draft communiqué and proceed to step 10. If no, proceed to End.

10. Approve Communiqué: SPEBO Program Manager reviews and approves the communiqué.

https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=4436061

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11. Send Communiqué: The communication is only disseminated to end-users with affected roles in Navy ERP. The CL Team sends the email communication to the appropriate parties and includes the SME/Business Process Owner in the body of the email for contact. The email is sent from the SSP ERP mailbox account.

6.0 SPEBO Navy ERP White/Issue Papers

SSP Navy ERP White Papers are developed to assist SSP leadership in making decisions regarding the sustainment of Navy ERP. Each White Paper requires decision requirement details, issue, background, options and discussion, and a proposed recommendation. In addition, each White Paper is required to move through the formal development, submission, and approval process. The BPIT Lead is responsible for managing a central list of White Papers to ensure version control, for developing a process that ensures the business process owners and stakeholders have the opportunity to review all White Papers, and for ensuring any updates or changes have been communicated to the impacted stakeholders. (Reference E) provides additional information regarding business process ownership. The approved and configuration controlled White Papers reside in the SSP Livelink document repository.

The Navy ERP White Papers are maintained on both the internal and external side of Livelink.

On the internal side which is accessible only to SPEBO personnel, the BPIT Lead maintains the editable versions of the White Papers with no archived versions, as well as the White Paper master list. Updates to the external Livelink section, which is available to SSP personnel, are the responsibility of the BPIT Lead. All final White Papers are converted to PDF to ensure documents cannot be altered and are posted in a single folder. Additionally, the current White Paper Master List is posted and is non-editable. White Papers that result in BRs must be noted on the internal side in the BR master.

Figure 6-1 depicts the SPEBO CM process for SSP Navy ERP White Papers. Following Figure 6-1 is a detailed description of the process flow steps.

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Configuration Management SOP – White Papers

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WP create/ delete? No

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BR: Business Rule WP: White Paper

Approve

Figur e 6-1 SPEBO Navy ERP Bus ine ss White/Issue Papers Configuration Management Pr ocess need to create, change or delete a White Paper. The need can come from anywhere across the command or can be generated from a Navy ERP functional or system change. The request can then be submitted through an email, HEAT ticket, or in-person discussion.

The requestor must update the BR Master or notify the BPIT lead. Ensure the most recent document is updated by downloading the latest published editable document from Livelink:

Enterprise -> Livelink Projects -> ERP -> SPEBO -> 01 Program Management -> White Papers or https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=4392656

2. Government Review: Government personnel assigned to the affected module reviews the validity of the request. Review should include checking for existing content that may already satisfy the need, and ensuring the information is clear, concise and accurate.

3. Review: Team Lead (BPIT, Prod Ops, CL, and BI) of the affected module reviews the request. Team Lead ensures request meets criteria.

4. Discuss and Validate: Discuss the updates with the affected SME/ Process Owner, who should in turn route the updates to the affected community group. . For additional https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=4392656

SPEBO Configuration Management Plan 20170713.Docx Page 15 of 28 information regarding business process owners and associated communities impacted see SSP Instruction 4400.6 -Business Process Ownership (Reference E).

5. Review: BPIT performs content review and ensures conformance with configuration procedures.

6. Standardize: Configuration Master performs Standards Review and applies standards.

7. Approve: SPEBO Program Manager reviews and approves the final document.

Adjustments are made as required.

8. Publish to Livelink: Documents are posted to the appropriate area in Livelink (internal and/or external).

9. White Paper create/delete? If yes, proceed to Step 10. If no, proceed to Step 11.

10. Update BR Master: The Module Team updates the BR Master (Column P, ‘White Paper’) as needed.

11. Comm Required? If yes, draft communiqué and proceed to step 12. If no, proceed to End.

12. Approve Communiqué: SPEBO Program Manager reviews and approves the communiqué.

13. Send Communiqué: The communication is only disseminated to end-users with affected roles in Navy ERP. The CL Team sends the email communication to the appropriate parties and includes the SME/Business Process Owner in the body of the email for contact. The email is sent from the SSP ERP mailbox account.

7.0 SPEBO Navy ERP Instructor Led Training

Training Slides for Instructor Led Training (ILT) Courses are specific to end user roles. They provide Navy ERP and SSP concepts to assist end users in understanding why they perform specific functions in the system. The BPIT maintains all ILT content and exercises, while the CL Team coordinates ILT training. End user role bundles and corresponding training requirements are listed in detail in the CL SOP (Reference G). The CL Team maintains configuration control of the course bundles, role assignments, trainer resources, and training course assignments.

The approved and configuration controlled SPEBO ILT resides in the SSP Livelink document repository.

The Navy ERP ILT courses are maintained on both the internal and external side of Livelink. On the internal side which is accessible only to SPEBO personnel, only archived ILT concept slides and documents are retained. On the external side, only the current or latest version of the concept slides and exercises are retained. Updates to these Livelink sections are the responsibility of the BPIT Lead. All current ILT concept slides and exercises are retained in folders organized by training class and can only be edited by the CL Team.

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Figure 8-1 depicts the SPEBO CM process for ILT material. Following Figure 8-1 is a detailed description of the process flow steps.

Configuration Management SOP - ILT

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Figur e 7-1 SPEBO Navy ERP Ins tructor Led Tr aining Configuration M anagement Pr ocess need to create or modify Instructor Led Training (ILT). The need can come from anywhere across the command or can be generated from a Navy ERP functional or system change. The request can then be submitted through an email, HEAT ticket, or in-person discussion.

The requestor must update the ILT or send an email to the BPIT lead. Ensure the most recent document is updated by downloading the latest published editable document from Livelink:

Current file version is in End User Trng and Learning Aids with Concept slides and Exercises in folders organized by training class.

Enterprise -> SSP Public Folder -> SSP Navy ERP Public -> End User Trng and Learning Aids https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=2969387

2. Government Review: Government personnel assigned to the affected module reviews the validity of the request. Review should include checking for existing content that may already satisfy the need, and ensuring the information is clear, concise and accurate.

3. Review and Approve: Team Lead (BPIT, Prod Ops, CL, and BI) of the affected module reviews the request. Team Lead ensures request meets criteria.

4. Standardize: Configuration Master performs Standards Review and applies standards with BPIT oversight.

5. Publish to Livelink: Documents are posted to the appropriate area in Livelink (internal and/or external).

https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=2969387

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8.0 SPEBO Learning Aids

Learning Aids (LA) include desk guides and tip sheets and demonstrate buttonology instructions and provide specific transactions, step-by-step, with associated screenshots and data to assist end users. Learning Aid Tip Sheets are brief, one to two page documents providing end users with tips and tricks or local policies for assistance on the job. While training slides provide the concept and background/purpose, the Learning Aids provide the end user with the specific key strokes in the system. The BPIT Lead manages the content and configuration of the SPEBO Learning Aids to ensure accurate continuity and governance. Each team provides the content and the CL team manages the technical edit and version control of the LAs. The approved and configuration controlled SPEBO Learning Aids reside in the SSP Livelink document repository.

The Navy ERP LAs are maintained on both the internal and external side of Livelink. On the internal side which is accessible only to SPEBO personnel, the BPIT Lead/CL team maintains the editable versions of the Learning Aids in one folder. A very small group of LAs are instructions intended for Business Office personnel only and must be maintained in a secure (controlled) environment. These files are maintained in the internal side of Livelink.

Updates to the external Livelink section, which is available to SSP personnel, are the responsibility of the Business Process Integration Team Lead. All final Learning Aids are converted to PDF and posted individually into module folders. The LAs Master List is posted on both the external and internal section but can only be edited by the CL team.

Figure 7-1 depicts the SPEBO CM process for maintaining SSP Learning Aids. Following Figure 7-1 is a detailed description of the process flow steps.

Configuration Management SOP – Learning Aids

C on fig M as te r Te am L ea d

M od ul e

Te am

C L

Te am

Review and Approve

Create/Change/ Delete Document

Government ReviewStart

Publish to LivelinkStandardize

Update Newsletter End

Update PF Cover Letter, BR Master, ILT Decks

LA create/ delete?

No

Yes

1 2

4 5

ACRONYM LIST

PF: Process Flow BR: Business Rule LA: Learning Aid ILT: Instructor Led Training

Figur e 8-1 SPEBO Navy ERP Le ar ning Aids Configuration Management Pr ocess

SPEBO Configuration Management Plan 20170713.Docx Page 18 of 28

1. Create/Change/Delete Document: Module Team (Government or CSS) identifies the need to create, change or delete a Learning Aid. The need can come from anywhere across the command or can be generated from a Navy ERP functional or system change. The request can then be submitted through an email, HEAT ticket, or in-person discussion.

The requestor must update the Learning Aid or send an email to the BPIT lead. If new LA, request a number from CL Team. Ensure LA has been peer tested before sending to Government Review. Ensure the most recent document is updated by downloading the latest published editable document from Livelink:

Enterprise -> Livelink Projects -> ERP -> SPEBO -> 04 Customer Liaison - Training Materials and Learning Aids - Learning Aids https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3186287

2. Government Review: Government personnel assigned to the affected module reviews the validity of the request. Review should include checking for existing content that may already satisfy the need, and ensuring the information is clear, concise and accurate.

3. Review and Approve: Team Lead (BPIT, Prod Ops, CL, and BI) of the affected module reviews the request. Team Lead ensures request meets criteria.

4. Standardize: Configuration Master performs Standards Review and applies standards with BPIT oversight.

5. Publish to Livelink: Documents are posted to the appropriate area in Livelink (internal and/or external).

6. LA create/delete?: If yes, proceed to Step 7. If no, proceed to Step 8.

7. Update PF Cover Letter, BR Master, and ILT Decks: The Module Team updates PF Cover Letter (Tab 2, Learning Aid Section), BR Master (Column Q, ‘Learning Aids’) and ILT Decks (relevant Learning Aid slide) as needed.

8. Update Newsletter: The SPEBO CL Team receives create/change/delete updates from the Module Team Leads. Once drafted, the CL Team includes all updates in the SPEBO Newsletter.

9.0 Role Management

User Management activities involve creating, managing, and withdrawing user accounts, as well as mapping end users and SPEBO personnel to the appropriate roles to enable them to do their jobs in Navy ERP. The CL Team is responsible for the role management and governance process and serves as the command’s Navy ERP Roles Manager and uses Navy ERP Access Enforcer (AE) to manage end user accounts. The role management activities are described in detail in the CL SOP (Reference G).

https://sphqdm1.sphq.ssp.navy.mil/Livelink/livelink.exe?func=ll&objId=3186287

SPEBO Configuration Management Plan 20170713.Docx Page 19 of 28

While the CL Team manages SSP Navy ERP end user role assignments, it does not have capability to change/modify any Navy ERP end user roles. The end user roles are managed, maintained, and controlled by the Naval Supply Systems Command Business Service Center (NAVSUP BSC) and governed through the User Management Working Group.

Figure 9-1 depicts the SPEBO CM/governance process for establishing a new Navy ERP account for SSP Headquarters and Field Activities personnel. Following Figure 9-1 is a detailed description of the process flow steps.

Navy ERP New Account Process (Enterprise)

H Q

C us to m er L ia is on T ea m

H Q

C us to m er L ia is on T ea m

Fi el d

A ct iv ity

G

S M

FS

O N av y

E R

P S ec ur ity

B A

S

IS

T ea m s

Start

End Legend Manual

Process Integration

Point

Navy ERP Transaction

Automated (not Navy ERP)Interface

Verify Account (Stage 3)

Provision Account (Stage 6)

Conduct New Employee Brief Review for

Compliance (Stage 4)

Conduct Role Approval (Stage 5)

Provide New Hire with Check-In Sheet for In-processing

Create/Obtain Navy

ERP PERNR

Submit AE Request for User Account

(Stage 0)

Review and Process AE Request

(Stage 1)

Review and Process AE Request if

Security Reqs Met (Stage 2)

SOD Conflict?

Yes

No

5 6 7

10 11

HQHQ or FA?

FA

Figur e 9-1 Navy ERP Ne w Account Pr ocess (Enterprise)

1. Headquarters or Field Activity: Automatic step that determines if there is a new employee brief.

2. Conduct New Employee Brief: Join SP14 for the new employee brief to discuss an overview of Navy ERP.

3. Provide New Hire with Check-In Sheet for In-processing: Give new hire the check-in sheet and explain their responsibilities for completing the requirements.

4. Create/Obtain Navy ERP PERNR: Obtain existing or Create new PERNR from ERP.

5. Submit AE Request for User Account (Stage 0): Initiate the request in AE, choosing the relevant supervisor to approve the AE request. The submitter must attach supporting documentation for audit purposes (i.e., email request from the user’s direct supervisor).

6. Review and Process AE Request (Stage 1): Supervisor approval ascertains that the user has a valid need-to-know and requires data access in order to do his/her job. This supervisor must be listed as code 2 in the Defense Civilian Personnel Data System

SPEBO Configuration Management Plan 20170713.Docx Page 20 of 28

(DCPDS) to appear in the AE drop-down name selection menu. This function is centralized at each site and performed by the designated supervisors.

7. Review and Process AE Request if Security Reqs Met (Stage 2): For headquarters this function is performed in AE by the SSP Information Assurance Office (IAO); SP164.

The local Security/IA Manager at each SSP Field Activity reviews each AE request and validates user access requirements by ensuring there is a valid System Authorization Access Request (SAAR) form on file, before approving the AE request (exception:

SPUK’s access is handled by HQ’s SPCIO). The Facility Security Officer (FSO) names are coded in AE as primary and alternate POC for each field activity. A primary FSO can delegate workflow approval duties only to the person coded in AE as the alternate FSO.

The UM POC should submit all FSO name changes to SPEBO’s CL Team for processing (See Figure 3.3 for current FSO names per SSP site.)

8. Verify Account (Stage 3): The Navy ERP BSC validates security requirements are met before approving the request.

9. SOD Conflict: Review the roles requested and determine if there is a Separation of Duty (SOD) conflict.

10. Review for Compliance (Stage 4): This function is performed by the SPEBO CL Team members who are assigned the Compliance Review (CR) Approval role in AE, to ensure each Separation of Duty (SOD) instance is assigned to a predetermined SOD Mitigation Code (MIC). The AE requests containing no SODs bypass this stage and route directly to the Stage 5.

11. Conduct Role Approval (Stage 5): The command Role Approver reviews all internal and cross-command requests ensuring they contain a valid justification for access, and that the requested roles match the justification narration. Command Role Approver(s) and their delegates are coded in AE for this workflow function.

12. Provision Account (Stage 6): The Navy ERP system automatically finalizes the request and creates the end user account and/or role(s), but does not “activate” the roles until all required training is completed.

An individual with a Navy ERP account can have roles added or removed. The end user role approval process includes a role request from end user to supervisor, supervisor request to CL Team who approves roles, and Navy ERP Program Office who is responsible for creating end user account. Figure 9-2 depicts the SPEBO governance process for modifying role mapping for HQ and FA SSP personnel with existing Navy ERP accounts.

SPEBO Configuration Management Plan 20170713.Docx Page 21 of 28

Navy ERP Change Existing Account Process (Enterprise)

H Q

Fi el d

Ap pl ic ab le

Si te

S up er vi so r

G

SM

FS

O H

Q C us to m er

L ia is on

T ea m

(C om pl ia nc e

R ev ie w a nd

R ol e Ap pr ov er s)

N av y

ER

P

Ti er

H Q

Fi el d

Si te

A E

Su bm itt er

ER

P Tr ai ni ng C oo rd in at or

End

Legend Manual Process

Integration Point

Navy ERP Transaction

Automated (not Navy ERP)Interface

Provide email Request for Role

Changes

Review and Process AE Request

(Stage 1)

Receive Supervisor’s Request for

Changes

Submit AE Request (Stage 0)

Review and Process AE Request if

Security Reqs Met (Stage 2)

Book ERP Training and Comms to

Users

Start

Workflow to AE (Stages

3, 4, 5) Modify Account

6 7

Figur e 9-2 Navy ERP Change Exis ting Account Pr ocess (Enterprise)

1. Provide email Request for Role Changes: Supervisors requesting roles send an email request to HQ CL Team or Field Activity POC.

2. Receive Supervisor’s Request for Changes: Receive email request and review details.

3. Submit AE “Change Account Request” (Stage 0): Initiate the request in AE, choosing the relevant supervisor to approve the AE request.

4. Review and Process AE Request (Stage 1): Supervisor approval ascertains that the user has a valid need-to-know and requires data access in order to do his/her job. This supervisor must be listed as code 2 in the Defense Civilian Personnel Data System (DCPDS) to appear in the AE drop-down name selection menu. This function is centralized at each site and performed by the designated supervisors.

5. Review and Process AE Request if Security Reqs Met (Stage 2): For headquarters this function is performed in AE by the SSP Information Assurance Office (IAO); SP164.

The local Security/IA Manager at each SSP Field Activity reviews each AE request and validates user access requirements by ensuring there is a valid System Authorization Access Request (SAAR) form on file, before approving the AE request (exception:

SPUK’s access is handled by HQ’s SPCIO). The FSOs’ names are coded in AE as primary and alternate POC for each field activity. A primary FSO can delegate workflow approval duties only to the person coded in AE as the alternate FSO. The UM POC

SPEBO Configuration Management Plan 20170713.Docx Page 22 of 28 should submit all FSO name changes to SPEBO’s CL Team for processing (See Figure

3.3 for current FSO names per SSP site.)

6. Workflow to AE (Stages 3, 4, 5): The Navy ERP BSC validates security requirements are met before approving the request. This function is performed by the SPEBO CL team members who are assigned the Compliance Review (CR) Approval role in AE, to ensure each Separation of Duty (SOD) instance is assigned to a predetermined SOD Mitigation Code (MIC). The AE requests containing no SODs bypass this stage and route directly to the Stage 5. The command Role Approver reviews all internal and cross-command requests ensuring they contain a valid justification for access, and that the requested roles match the justification narration. Command Role Approver(s) and their delegates are coded in AE for this workflow function.

7. Modify Account: Navy ERP Tier 3 modifies the account based on the details submitted.

8. Book ERP Training and Comms to Users: Book training (WBTs and ILTs). Send email to End User regarding their account update and required training.

More specific details regarding the process for creating, approving, as well as mapping end users to roles can be found in Customer Liaison Standard Operating Procedure (Reference G).

10.0 Navy ERP Contractor Procurement Sensitive Role Request

The CL Team leads and manages the configuration management and governance process for reviewing and managing role access to Navy ERP. SSP leadership has determined there are restrictions to granting contractors roles in the Navy ERP system, particularly procurement sensitive roles. Figure 10-1 depicts the SPEBO configuration management/governance that SPEBO utilizes to ensure any requests for a contractor to have procurement sensitive role are first reviewed and approved by the Board of Directors (BOD) before the CL team submits an AE request. Following Figure 10-1 is a detailed description of the process flow steps.

SPEBO Configuration Management Plan 20170713.Docx Page 23 of 28

Navy ERP Contractor Procurement Sensitive Role Request Governance Process (Enterprise)

R eq ue st or B ra nc h H ea d

B O

D H

Q C us to m er

L ia is on

Te am

End

Legend Manual Process

Integration Point

Navy ERP Transaction

Automated (not Navy ERP)Interface

Requestor’s branch head signs / approves memo

Submit memo to

SP14 BOD POC

Requestor notified

Start Request procurement sensitive role

Submit AE request

Complete BOD memo

No

Yes

BOD

Approved?

Figur e 10-1 Navy ERP Contr actor Pr ocurement Se nsit ive Role Re quest Gove rnance Pr ocess (Ente r prise)

1. Request procurement sensitive role: Submit email request to HQ CL Team.

2. Complete BOD memo: Send BOD memo to requestor and branch head for signatures.

3. Requestor’s branch head signs / approves memo: Branch Head reviews the memorandum and signs for approval.

4. Submit memo to SP14 BOD POC: SP14 submits the memorandum to the BOD.

5. BOD Approved: BOD reviews the memorandum and either approve or disapprove the request. SP14 notifies requestor, branch head and the Customer Liaison Team of decision. The CL team tracks the BOD forms and alerts the branches of all annual reviews required to maintain access.

6. Submit AE request: Upon receipt of BOD approval, submit the AE request. Follow Figure 9-1 if the contractor does not already have a Navy ERP account. Follow Figure 9- 3 if the contractor needs an adjustment to their current Navy ERP account.

7. Requestor notified: BOD denied. SP14 notifies all request is denied.

11.0 Business Intelligence Reports

Business Intelligence (BI) complex reporting and analytics is the process of analyzing, developing, generating, and delivering reports to decision makers. Complex reporting and analytics provides all levels of management with actionable data for essential business decisions.

SPEBO Configuration Management Plan 20170713.Docx Page 24 of 28

The SPEBO BI Team Lead holds responsibility to generate complex reporting and analytics not otherwise available through alternative capabilities associated with the Navy ERP system and business processes. As technical and functional experts for complex reporting and analytics, the SPEBO BI Team establishes and maintains a local governance process to manage report requirements and effectively develop and deliver these to the business.

Figure 11-1 illustrates the SPEBO BI process for requirement induction to requirement completion. Following Figure 11-1 is a detailed description of the process flow steps.

Business Intelligence Report Requirements and Development

S S

P E nd U se r

S P

E B

O F un ct io na l T ea m s

P M

S P

E B

O B

I T ea m

Start Initiate Report Requirement

Analyze Requirement

Valid SPEBO Requirement?

New Requirement

No

Close Report Requirement /

Notify End User End

Prepare Report Requirements

Support End User Requirement – No

Development

Develop / Test Report

Validate / Approve Report

Legend Manual Process

Integration Point

Navy ERP Transaction

Automated (not Navy ERP)Interface

Develop ROM

Review / Approve / Prioritize

Development

End User Support

Distribute / Publish Report

Figure 11-1 Business Intelligence Reporting Requirements, Approval, and Development Governance Process

1. Initiate Report Requirement: Identify report requirement and submit to SPEBO BI Team.

2. Analyze Requirement: Receive, analyze and determine appropriate handling of requirement.

3. Valid SPEBO Requirement?: Determine if the requirement is a valid request. If yes AND a new requirement, proceed to step 4, if yes AND end user support (if requirement is valid but does not meet standards for development), proceed to step 10. If no, proceed to step 11.

4. Develop ROM: Develop ROM (Rough Order of Magnitude).

5. Review / Approve / Prioritize Development: Review, approve and prioritize requirement based on ROM.

6. Prepare Report Requirements: Request SPEBO Functional Team(s) support development of requirements to facilitate BI Team development.

7. Develop / Test Report: Develop and test the report.

SPEBO Configuration Management Plan 20170713.Docx Page 25 of 28

8. Validate / Approve Report: Validate and approve the report.

9. Distribute / Publish Report: Distribute and publish the report (e.g., weekly scheduled reports: SPS PR Interface Monitoring Report, GR/IR report, DTS Travel Report, etc.)

10.…