vendor access management · vendor access management description and goals description vendor...

Vendor Access Management

Process Asset Library

Office of Information and Technology

Vendor Access Management ii

Table of Contents Vendor Access Management Process Map ............................................. 1

Process: Vendor Access Management .................................................... 2 Vendor Access Management Description and Goals ........................................... 3

Description ............................................................................................................ 3 Goals ...................................................................................................................... 3

Vendor Access Management RACI Information .................................................... 4 Vendor Access Management Associated Artifacts Information .......................... 8 Vendor Access Management Tools and Web Sites Information .......................... 8 Vendor Access Management Standards Information ........................................... 8 Vendor Access Management Process ................................................................... 9

Process Activity Name: VAM-01 Respond to Vendor Inquiry ........................... 9 Process Activity Name: VAM-02 Complete Vendor Record ............................ 10 Process Activity Name: VAM-03 Vendor Approved? ....................................... 11 Process Activity Name: VAM-04 Notification of Vendor Assignment ............ 11 Process Activity Name: VAM-05 Prepare Meeting Analysis Package ............ 12 Process Activity Name: VAM-06 Complete Meeting Analysis ......................... 13 Process Activity Name: VAM-07 Schedule Visit? ............................................. 14 Process Activity Name: VAM-08 Schedule Vendor Visits ............................... 15 Process Activity Name: VAM-09 Vendor Appeal? ............................................ 16 Process Activity Name: VAM-10 Approve Recommendations ........................ 17 Process Activity Name: VAM-11 Schedule Visit? ............................................. 18 Process Activity Name: VAM-12 Vendor Appeal? ............................................ 18 Process Activity Name: VAM-13 Finalize Recommendations ......................... 19 Process Activity Name: VAM-14 Schedule Visit? ............................................. 20 Process Activity Name: VAM-15 Respond to Vendor ...................................... 20 Process Activity Name: VAM-16 Update Vendor Record ................................ 21

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Vendor Access Management Process Map

Vendor Access Management 2

Process: Vendor Access Management Overview: The process map for Vendor Access Management cycles through the following process and review activities:

VAM-01 Respond to Vendor Inquiry VAM-02 Complete Vendor Record VAM-03 Vendor Approved? VAM-04 Notification of Vendor Assignment VAM-05 Prepare Meeting Analysis Package VAM-06 Complete Meeting Analysis VAM-07 Schedule Visit? VAM-08 Schedule Vendor Visits VAM-09 Vendor Appeal? VAM-10 Approve Recommendations VAM-11 Schedule Visit? VAM-12 Vendor Appeal? VAM-13 Finalize Recommendations VAM-14 Schedule Visit? VAM-15 Respond to Vendor VAM-16 Update Vendor Record


Vendor Access Management Description and Goals Description Vendor Access Management's purpose is to ensure that vendor requests for access to the VA are managed, controlled, and coordinated. Vendor specific information is properly captured and stored in the vendor record. All vendor inputs are received, acknowledged, and appropriate actions taken to provide timely and accurate responses to schedule appropriate meetings based upon vendor input and existing vendor record information.

Goals Vendor Access Management ensures:

- All vendor inputs are captured and vendor records updated

- Each vendor meeting request is addressed

- Appropriate meetings are scheduled

- Actions taken are communicated back to the vendor

- Adequate government preparation for vendor meetings


Vendor Access Management RACI Information The following describes the RACI information for this process:

VAM-01 Respond to Vendor Inquiry Responsible Role: Vendor Management Office Staff

Accountable Role: Vendor Management Office Staff Lead

Consulted Role: None Listed

Informed Role: None Listed

VAM-02 Complete Vendor Record Responsible Role: Vendor Management Office Staff




VAM-03 Vendor Approved? Responsible Role: Vendor Management Office Staff




VAM-04 Notification of Vendor Assignment Responsible Role: Vendor Management Office Staff




VAM-05 Prepare Meeting Analysis Package Responsible Role: Vendor Management Office Staff Lead


Accountable Role: Director, Vendor Management Office



VAM-06 Complete Meeting Analysis Responsible Role: Vendor Management Office Staff Lead




VAM-07 Schedule Visit? Responsible Role: Vendor Management Office Staff Lead




VAM-08 Schedule Vendor Visits Responsible Role: Vendor Management Office Staff




VAM-09 Vendor Appeal? Responsible Role: Vendor Management Office Staff Lead




VAM-10 Approve Recommendations


Responsible Role: Director, Vendor Management Office

Accountable Role: Executive Director



VAM-11 Schedule Visit? Responsible Role: Director, Vendor Management Office




VAM-12 Vendor Appeal? Responsible Role: Director, Vendor Management Office




VAM-13 Finalize Recommendations Responsible Role: Executive Director

Accountable Role: Deputy Assistant Secretary, IT Resource Management



VAM-14 Schedule Visit? Responsible Role: Executive Director





VAM-15 Respond to Vendor Responsible Role: Director, Vendor Management Office




VAM-16 Update Vendor Record Responsible Role: Vendor Management Office Staff





Vendor Access Management Associated Artifacts Information Associated Artifacts information (including hyperlinks) for this process includes:

Vendor Record

Vendor Access Management Tools and Web Sites Information The Tools and Web Sites associated with this process (including hyperlinks) include:

Vendor Management Office SharePoint Portal

Vendor Visit Request Tracker (IT Tracker)

VMO Shared Drive

Vendor Access Management Standards Information Standards associated with this process (including hyperlinks) include:

Vendor Access Management Standard Operating Procedures

Vendor Rules of Engagement


Vendor Access Management Process Process Activity Name: VAM-01 Respond to Vendor Inquiry Previous Activities Process Begins

Next Activities VAM-02 Complete Vendor Record

Description The Vendor Management Office (VMO) Staff receives notification of vendor interest through various sources, captures vendor information creating the vendor record and responds to the Vendor with a Vendor Package which includes forms and information via email.

Input Vendor Inquiry

Output Vendor Package

Vendor Record

Associated Artifacts Vendor Record

Responsible Role Vendor Management Office Staff

Accountable Role Vendor Management Office Staff Lead

Consulted Role None Listed

Informed Role None Listed

Tools and Websites Vendor Management Office SharePoint Portal


VMO Shared Drive

Standards Vendor Access Management Standard Operating Procedures


More Info All artifacts used, created, and standards documents provided by the VMO are contained on the Vendor Management Office SharePoint Portal which requires specific permission to access.

Refer to Vendor Access Management Standard Operating Procedures for content of Vendor Package.

Process Activity Name: VAM-02 Complete Vendor Record Previous Activities VAM-01 Respond to Vendor Inquiry

Next Activities VAM-03 Vendor Approved?

Description The Vendor Management Office (VMO) Staff receives completed Vendor Package and updates the Vendor Record.

Once the Vendor information is validated for socio-economic status and other criteria (as detailed in the Vendor Access Management Standard Operating Procedures) the Vendor is notified by email or phone of any issues affecting continuing action.

Input Vendor Package

Vendor Record

Output Updated Vendor Record

Vendor Notification









VMO Shared Drive


More Info The Vendor Access Management Standard Operating Procedures includes the complete list of resources that may be accessed to approve Vendors.

Process Activity Name: VAM-03 Vendor Approved? Previous Activities VAM-02 Complete Vendor Record

Next Activities If "Yes":

VAM-04 Notification of Vendor Assignment

Or

If "No":

Process Ends

Description Vendor Management Office Staff provides their approval (Yes) or not (No).





Process Activity Name: VAM-04 Notification of Vendor Assignment Previous Activities VAM-03 Vendor Approved?

Next Activities VAM-05 Prepare Meeting Analysis Package


Description The Vendor Management Office (VMO) Staff identifies the appropriate VMO Lead through analysis of the Vendor's core capabilities and notifies the Vendor and VMO Lead of assignment via email.

Input Vendor Record

Output Confirmation Email








VMO Shared Drive

Standards Vendor Rules of Engagement

More Info None Listed

Process Activity Name: VAM-05 Prepare Meeting Analysis Package Previous Activities VAM-04 Notification of Vendor Assignment

Next Activities VAM-06 Complete Meeting Analysis


Description The Vendor Management Office (VMO) Staff Lead assembles the Meeting Analysis Package and determines if a meeting is required. If so, they determine who the recommended meeting attendees should be along with meeting priorities, and update the Meeting Analysis Package.

Input Meeting Analysis Checklist (included in SOP)

VA IT Vendor Visit Form (within Vendor Package)

Vendor Capability Document (within Vendor Package)

Output Meeting Analysis Package

Associated Artifacts None Listed

Responsible Role Vendor Management Office Staff Lead

Accountable Role Director, Vendor Management Office





VMO Shared Drive



Process Activity Name: VAM-06 Complete Meeting Analysis Previous Activities VAM-05 Prepare Meeting Analysis Package

Next Activities VAM-07 Schedule Visit?


Description The Vendor Management Office (VMO) Staff Lead finalizes the Meeting Analysis Package and either schedules the visit or creates the Meeting Recommendation Report for the Director, VMO for Vendors that are declined a visit opportunity and are appealing the decision.

Input Meeting Analysis Package

Output Meeting Recommendation Report

Updated Meeting Analysis Package








VMO Shared Drive



Process Activity Name: VAM-07 Schedule Visit? Previous Activities VAM-06 Complete Meeting Analysis


VAM-08 Schedule Vendor Visits


Or

If "No":

VAM-09 Vendor Appeal?

Description Vendor Management Office Staff Lead schedules a visit (Yes) or does not (No) schedule a visit.





Process Activity Name: VAM-08 Schedule Vendor Visits Previous Activities VAM-07 Schedule Visit?

Or

VAM-11 Schedule Visit?

Or

VAM-14 Schedule Visit?

Next Activities VAM-16 Update Vendor Record

Description The Vendor Management Office (VMO) Staff schedules visits for all approved vendors creating a meeting appointment entry in the IT Vendor Management Office (VMO) Shared Calendar.

Input Meeting Recommendation Report

Output IT VMO Shared Calendar Meeting









VMO Shared Drive



Process Activity Name: VAM-09 Vendor Appeal? Previous Activities VAM-07 Schedule Visit?


VAM-10 Approve Recommendations

Or

If "No":

Process Ends

Description Vendor appeals (Yes) or does not (No) appeal.






Process Activity Name: VAM-10 Approve Recommendations Previous Activities VAM-09 Vendor Appeal?


Description The Director, Vendor Management Office (VMO) reviews the Meeting Recommendation Report and either concurs or non-concurs. If the Director, VMO concurs, then the Meeting Recommendation Report is sent to the Executive Director for final decision.


Output Updated Meeting Recommendation Report


Responsible Role Director, Vendor Management Office

Accountable Role Executive Director





VMO Shared Drive




Process Activity Name: VAM-11 Schedule Visit? Previous Activities VAM-10 Approve Recommendations



Or

If "No":

VAM-12 Vendor Appeal?

Description The Director, Vendor Management Office schedules a visit (Yes) or does not (No) schedule a visit.





Process Activity Name: VAM-12 Vendor Appeal? Previous Activities VAM-11 Schedule Visit?


VAM-13 Finalize Recommendations

Or

If "No":

Process Ends

Description The Vendor Appeals the decision (Yes) or does not (NO) appeal.






Process Activity Name: VAM-13 Finalize Recommendations Previous Activities VAM-12 Vendor Appeal?


Description The Executive Director reviews the Meeting Recommendations Report and approves meetings recommended to include the Executive Director and those recommended to decline vendor requests. The Executive Director may direct changes to include additional attendees or decline additional meeting requests.

Input Approved Meeting Recommendation Report

Output Updated Approved Meeting Recommendation Report


Responsible Role Executive Director

Accountable Role Deputy Assistant Secretary, IT Resource Management






VMO Shared Drive



Process Activity Name: VAM-14 Schedule Visit? Previous Activities VAM-13 Finalize Recommendations



Or

If "No":

VAM-15 Respond to Vendor

Description The Executive Director schedules a visit (Yes) or does not (No).

Responsible Role Executive Director




Process Activity Name: VAM-15 Respond to Vendor Previous Activities VAM-13 Finalize Recommendations

Next Activities VAM-16 Update Vendor Record


Description The Director, Vendor Management Office (VMO) sends a Visit Declination Email for those Vendors who were declined a meeting following a review and concurrence by the Executive Director.


Output Visit Declination Email








VMO Shared Drive



Process Activity Name: VAM-16 Update Vendor Record Previous Activities VAM-08 Schedule Vendor Visits

Or

VAM-15 Respond to Vendor

Next Activities Process Ends


Description The Vendor Management Office (VMO) Staff updates the Vendor Record with new information including the date, time and purpose of scheduled meetings and attendees and verifies that all information is properly recorded. The VMO Staff ensures that the reasoning for accepting or declining meetings is captured.

Input Vendor Record

Output Updated Vendor Record








VMO Shared Drive


More Info None Listed END OF PROCESS.

vendor access management · vendor access management description and goals description vendor...

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