polaris enterprise release calendar enterprise release calendar process description and goals...

POLARIS Enterprise Release Calendar

Process Asset Library

Office of Information and Technology

POLARIS Enterprise Release Calendar ii

Table of Contents POLARIS Enterprise Release Calendar Process Maps .......................... 1

Process: POLARIS Enterprise Release Calendar Process .................... 4 POLARIS Enterprise Release Calendar Process Description and Goals ............ 5

Description ............................................................................................................ 5 Goals ...................................................................................................................... 5

POLARIS Enterprise Release Calendar Process RACI Information .................... 6 POLARIS Enterprise Release Calendar Process Associated Artifacts Information ............................................................................................................. 12 POLARIS Enterprise Release Calendar Process Tools and Web Sites Information ............................................................................................................. 12 POLARIS Enterprise Release Calendar Process Standards Information ......... 12 POLARIS Enterprise Release Calendar Process ................................................. 13

Process Activity Name: PERC-01 Identify Release or Infrastructure Change Date ...................................................................................................................... 13 Process Activity Name: PERC-02 Single or Multi-site Release? ..................... 14 Process Activity Name: PERC-03 Multi-site Template Required? .................. 15 Process Activity Name: PERC-04 Deploy to Single Location ......................... 15 Process Activity Name: PERC-04.01 Identify Release or Infrastructure Change Date ........................................................................................................ 16 Process Activity Name: PERC-04.02 Create/Update POLARIS Entry ............. 17 Process Activity Name: PERC-04.03 Review POLARIS Entry ......................... 19 Process Activity Name: PERC-04.04 Schedule Recurring POLARIS Review Meetings .............................................................................................................. 20 Process Activity Name: PERC-04.05 Brief POLARIS Review Meeting ........... 21 Process Activity Name: PERC-04.06 Operational Readiness Confirmed? .... 22 Process Activity Name: PERC-04.07 Change POLARIS Entry Status to Approved ............................................................................................................. 23 Process Activity Name: PERC-04.08 Execute Release .................................... 24 Process Activity Name: PERC-04.09 Release Successful? ............................. 24 Process Activity Name: PERC-04.10 Update POLARIS Status ....................... 25 Process Activity Name: PERC-04.11 Update POLARIS Status ....................... 26 Process Activity Name: PERC-05 Deploy to Multiple Locations ..................... 27 Process Activity Name: PERC-05.01 Identify Release or Infrastructure Change Date ........................................................................................................ 28 Process Activity Name: PERC-05.02 Create POLARIS Multi-site (FO) Entry . 29 Process Activity Name: PERC-05.03 Create/Update POLARIS Entry ............. 30 Process Activity Name: PERC-05.04 Review Polaris Entry ............................. 32

POLARIS Enterprise Release Calendar iii

Process Activity Name: PERC-05.05 Schedule Recurring POLARIS Review Meetings .............................................................................................................. 32 Process Activity Name: PERC-05.06 Brief POLARIS Review Meeting ........... 33 Process Activity Name: PERC-05.07 Operational Readiness Confirmed? .... 35 Process Activity Name: PERC-05.08 Change POLARIS Entry Status to Approved ............................................................................................................. 35 Process Activity Name: PERC-05.09 Execute Release .................................... 36 Process Activity Name: PERC-05.10 Release Successful? ............................. 37 Process Activity Name: PERC-05.11 Update POLARIS Status ....................... 38 Process Activity Name: PERC-05.12 Update POLARIS Status ....................... 39

The links in this process map are inactive. Please scroll to view activity data. 1

POLARIS Enterprise Release Calendar Process Maps

POLARIS Enterprise Release Calendar 4

Process: POLARIS Enterprise Release Calendar Process Overview: The process map for POLARIS Enterprise Release Calendar Process cycles through the following process and review activities:

PERC-01 Identify Release or Infrastructure Change Date PERC-02 Single or Multi-site Release? PERC-03 Multi-site Template Required? PERC-04 Deploy to Single Location PERC-04.01 Identify Release or Infrastructure Change Date PERC-04.02 Create/Update POLARIS Entry PERC-04.03 Review POLARIS Entry PERC-04.04 Schedule Recurring POLARIS Review Meetings PERC-04.05 Brief POLARIS Review Meeting PERC-04.06 Operational Readiness Confirmed? PERC-04.07 Change POLARIS Entry Status to Approved PERC-04.08 Execute Release PERC-04.09 Release Successful? PERC-04.10 Update POLARIS Status PERC-04.11 Update POLARIS Status PERC-05 Deploy to Multiple Locations PERC-05.01 Identify Release or Infrastructure Change Date PERC-05.02 Create POLARIS Multi-site (FO) Entry PERC-05.03 Create/Update POLARIS Entry PERC-05.04 Review Polaris Entry PERC-05.05 Schedule Recurring POLARIS Review Meetings PERC-05.06 Brief POLARIS Review Meeting PERC-05.07 Operational Readiness Confirmed? PERC-05.08 Change POLARIS Entry Status to Approved PERC-05.09 Execute Release PERC-05.10 Release Successful? PERC-05.11 Update POLARIS Status PERC-05.12 Update POLARIS Status


POLARIS Enterprise Release Calendar Process Description and Goals Description POLARIS allows users to monitor, document, and track the status of planned software installations, hardware replacements, system upgrades, patch release and implementation, special works in progress, and many other deployment issues. It serves as a central repository for change information, release management coordination and deployment activity scheduling. This full featured SharePoint site is a decision-making platform that is intended to be annotated and updated on a real-time basis. It inherently offers a working and easily accessible User platform, security safeguards and robust version/configuration management.

The primary purpose of POLARIS is to ensure successful release activities within the production environment. The audience for the POLARIS Calendar includes project managers, implementation managers, release managers, management analysts, and the contractors supporting those projects. It may also include other representatives from National Cemetery Administration (NCA), Office of Information & Technology (OI&T), IT Operations and Services (ITOPS), Veterans Benefit Administration (VBA), Veterans Health Administration (VHA), and VA executive leadership.

Goals - Monitor, document, and track the status (i.e., planned, in progress, postponed, completed, cancelled) of releases as they are added to the schedule

- Manage and display the calendar and export data for reporting purposes

- Provide the means for users to extract data from the calendar for their reporting purposes

- Allow project managers to request and coordinate testing resources from the Office of Business Process Integration (OBPI) in advance of deployment

- Conduct weekly interactive reviews to collectively identify project risks and potential outages, look for schedule conflicts between current and planned installation activities, and systematically interview each activity representative.

- Identify and resolve potential conflicts that could negatively impact the release activity or other components of the production system,

- Verify that proper notification of the release activity is “advertised” to IT and Business Line representatives

- Coordinate resources and schedules as needed for all release and validation activities as needed, and

- Ensure the installation plans, back-out plans, and criteria are complete and understood by the implementing organization.


POLARIS Enterprise Release Calendar Process RACI Information The following describes the RACI information for this process:

PERC-01 Identify Release or Infrastructure Change Date Responsible Role: Users

Accountable Role: ITOPS Implementation Manager

Consulted Role: Application Manager; ITOPS Implementation Manager

Informed Role: Stakeholder(s)

PERC-02 Single or Multi-site Release? Responsible Role: Users


Consulted Role: None Listed

Informed Role: None Listed

PERC-03 Multi-site Template Required? Responsible Role: Users




PERC-04.01 Identify Release or Infrastructure Change Date Responsible Role: Project Manager




PERC-04.02 Create/Update POLARIS Entry


Responsible Role: Project Manager




PERC-04.03 Review POLARIS Entry Responsible Role: POLARIS Agent




PERC-04.04 Schedule Recurring POLARIS Review Meetings Responsible Role: POLARIS Agent


Consulted Role: ITOPS Implementation Manager; Project Manager

Informed Role: Implementer; Project Manager; Stakeholder(s); OI&T Representative; National Security Operations Center Representative; National Cemetery Administration Representative; Veterans Benefit Administration Representative; Veterans Health Administration Representative; Contractor Lead

PERC-04.05 Brief POLARIS Review Meeting Responsible Role: Project Manager


Consulted Role: Contractor Lead; ITOPS Implementation Manager; National Cemetery Administration Representative; National Security Operations Center Representative; OI&T Representative; Veterans Benefit Administration Representative; Veterans Health Administration Representative

Informed Role: Stakeholder(s); Project Team

PERC-04.06 Operational Readiness Confirmed? Responsible Role: POLARIS Agent





PERC-04.07 Change POLARIS Entry Status to Approved Responsible Role: POLARIS Agent


Consulted Role: Project Manager; ITOPS Implementation Manager; Application Manager


PERC-04.08 Execute Release Responsible Role: Operations Technical Staff


Consulted Role: Project Manager

Informed Role: Stakeholder(s); Facility Director/System Owner

PERC-04.09 Release Successful? Responsible Role: Operations Technical Staff


Consulted Role: Facility Director/Data Center Director


PERC-04.10 Update POLARIS Status Responsible Role: Project Manager




PERC-04.11 Update POLARIS Status Responsible Role: Project Manager





PERC-05.01 Identify Release or Infrastructure Change Date Responsible Role: Project Manager




PERC-05.02 Create POLARIS Multi-site (FO) Entry Responsible Role: Project Manager




PERC-05.03 Create/Update POLARIS Entry Responsible Role: Project Manager




PERC-05.04 Review Polaris Entry Responsible Role: POLARIS Agent




PERC-05.05 Schedule Recurring POLARIS Review Meetings


Responsible Role: POLARIS Agent


Consulted Role: Project Manager; ITOPS Implementation Manager

Informed Role: Contractor Lead; OI&T Representative; National Security Operations Center Representative; National Cemetery Administration Representative; Veterans Benefit Administration Representative; Veterans Health Administration Representative

PERC-05.06 Brief POLARIS Review Meeting Responsible Role: ITOPS Implementation Manager


Consulted Role: Contractor Lead; ITOPS Implementation Manager; National Cemetery Administration Representative; National Security Operations Center Representative; OI&T Representative; Project Manager

Informed Role: Stakeholder(s); Project Team

PERC-05.07 Operational Readiness Confirmed? Responsible Role: POLARIS Agent




PERC-05.08 Change POLARIS Entry Status to Approved Responsible Role: ITOPS Implementation Manager


Consulted Role: Application Manager; Project Manager


PERC-05.09 Execute Release Responsible Role: Operations Technical Staff


Consulted Role: Project Manager


Informed Role: Stakeholder(s); Facility Director/Data Center Director; Information Security Officer

PERC-05.10 Release Successful? Responsible Role: Operations Technical Staff




PERC-05.11 Update POLARIS Status Responsible Role: ITOPS Representative




PERC-05.12 Update POLARIS Status Responsible Role: ITOPS Representative





POLARIS Enterprise Release Calendar Process Associated Artifacts Information Associated Artifacts information (including hyperlinks) for this process includes:

Lessons Learned Report Template

POLARIS Enterprise Release Calendar Multi-site (FO) Entry Template

POLARIS Enterprise Release Calendar Single Site Entry Template

POLARIS Enterprise Release Calendar Process Tools and Web Sites Information The Tools and Web Sites associated with this process (including hyperlinks) include:

CA Service Desk Manager

POLARIS Enterprise Release Calendar

POLARIS Enterprise Release Calendar (PERC) Process

Polaris Landing Page

POLARIS Enterprise Release Calendar Process Standards Information Standards associated with this process (including hyperlinks) include:

Critical Decision Event SOP

Framework for Improving Critical Infrastructure Cybersecurity Draft Version 1.1

POLARIS - Creating a Report

POLARIS Calendar Organization Staffing and Governance

POLARIS Enterprise Release Calendar (POLARIS) User Guide

Polaris Entries Required

Polaris Quick Start Guide

Veteran Focused Integration Process (VIP) Guide

Veteran-focused Integration Process (VIP) Release Process Guide


POLARIS Enterprise Release Calendar Process Process Activity Name: PERC-01 Identify Release or Infrastructure Change Date Previous Activities Process Begins

Next Activities PERC-02 Single or Multi-site Release?

Description The User determines the planned project release date from the current project schedule and determines when to prepare the template for entry into the POLARIS Enterprise Release Calendar. POLARIS guidance is a suggested minimum 2-4 week lead time to create the entry; the Product Team will be contacted by the POLARIS Team. If the Product Team isn’t certain of the release date, it may create an entry and input an estimated date. Estimated dates can be updated up to the week before release, when the Product Team provides a briefing to the POLARIS Team during the POLARIS review meeting.

The Polaris Governance Board has approved the exemption of planned CRISP Operating System patching activity from the Polaris calendar, provided the patching activity is routine and performed within a monthly patching window recorded in CA Service Desk Manager (SDM). Database, corrective, and out-of-cycle security patching will still need to be recorded within Polaris. Also, within the associated Change Order (CO), the Summary field must contain either the words ‘CRISP’ or ‘monthly’ and contain a documented start and end date and time . All patching activities must have associated CO’s. The Polaris and IO Cognos teams are providing a patching activity report that reflects all COs, occurring the week before and after the current date (based on start date or need-by date), that have either ‘CRISP’ or ‘monthly’ in the CO Summery field. The patching activity report also includes CRISP/monthly COs containing neither a start date or need-by date. But to keep the report relevant to the near term, it excludes CO with an open date more than thirty days in the past. The report is sorted by service first, VHA, VBA, Infrastructure etc., then by date.

Input Change Order

Project Schedule

Output Release Date Notification Email

Associated Artifacts None Listed

Responsible Role Users


Accountable Role ITOPS Implementation Manager

Consulted Role Application Manager; ITOPS Implementation Manager

Informed Role Stakeholder(s)

Tools and Websites POLARIS Enterprise Release Calendar

CA Service Desk Manager

Standards POLARIS Enterprise Release Calendar (POLARIS) User Guide

More Info The POLARIS Enterprise Release Calendar is the single authoritative release calendar for all of OI&T, and serves as a central repository for production platform change information, release management coordination and deployment activity scheduling. POLARIS will be required throughout all of OI&T. The POLARIS calendaring process and tool will be used to track software installations, hardware replacements, system upgrades, patch release and implementation, special works in progress, and other deployment events in the VA production environment.

The most recent POLARIS documentation can be found on the POLARIS SharePoint site under Documents and Links, including a link to the new CRISP Patching report under the Links tab.

CA SDM offers access to information incidents, requests and change orders (COs). This reference is provided so users may validate the CO number(s) associated with the release activity.

Process Activity Name: PERC-02 Single or Multi-site Release? Previous Activities PERC-01 Identify Release or Infrastructure Change Date

Next Activities If "Single-site":

PERC-04 Deploy to Single Location

Or

If "Multi-site":

PERC-03 Multi-site Template Required?


Description The User determines if the release is to a Single Site or Multi-sites.



Consulted Role None Listed

Informed Role None Listed

Process Activity Name: PERC-03 Multi-site Template Required? Previous Activities PERC-02 Single or Multi-site Release?

Next Activities If "Yes":

PERC-05 Deploy to Multiple Locations

Or

If "No":

PERC-04 Deploy to Single Location

Description The User determines if a multi-site template is required.





Process Activity Name: PERC-04 Deploy to Single Location Previous Activities PERC-02 Single or Multi-site Release?


Or

PERC-03 Multi-site Template Required?

Next Activities PERC-04.01 Identify Release or Infrastructure Change Date

Description The Deploy to Single Location sub-process cycles through the following dependent activities and decisions:

- Identify Release or Infrastructure Change Date

- Create/Update POLARIS Entry

- Review Polaris Entry

- Schedule Recurring POLARIS Review Meetings

- Brief POLARIS Review Meeting

- Operational Readiness Confirmed?

- Change POLARIS Entry Status to Approved

- Execute Release

- Release Successful?

- Update POLARIS Status


Process Activity Name: PERC-04.01 Identify Release or Infrastructure Change Date Previous Activities PERC-04 Deploy to Single Location

Or

PERC-04.11 Update POLARIS Status

Next Activities PERC-04.02 Create/Update POLARIS Entry

Description The Project Manager identifies the planned release date or infrastructure change date from the project schedule and notifies the Stakeholders while preparing to create or update the POLARIS Enterprise Release Calendar entry.

Input POLARIS Enterprise Release Calendar Project Instance

Project Schedule


Output Stakeholder Notification Email


Responsible Role Project Manager






More Info POLARIS calendar entries cannot exceed 1 week in duration except for IOC releases and those releases that exceed 60 days duration.

Process Activity Name: PERC-04.02 Create/Update POLARIS Entry Previous Activities PERC-04.01 Identify Release or Infrastructure Change Date

Next Activities PERC-04.03 Review POLARIS Entry

Description The Project Manager creates or updates the project POLARIS Enterprise Release Calendar Single Site Entry based upon the content of the project schedule. The Project Manager, authorized representative who created the entry on the calendar, or any other designated POCs for that release, is responsible for adding the calendar item, coordinating the schedule for the release with any other groups that may be affected by that release, attending the POLARIS Enterprise Release Calendar Review meeting to brief the participants on the status of the release, and keeping the calendar item up to date. For VIP projects, the Project Manager creates the template before CD2 approval, and the operations counterpart submits it as an entry after CD2 approval.


After registering the release on the POLARIS site, the next steps for a product should be:

- POLARIS guidance is a suggested minimum 2-4 week lead time to create the entry

- the Product Team will be contacted by the POLARIS Team who will provide notice of intent to review via email.

The Product Manager, authorized representative who created the entry on the calendar, or other designated POCs for that release, are responsible for:

- Adding the calendar item

- Coordinating the schedule for the release with any other groups that may be affected by that release

- Attending the POLARIS Enterprise Release Calendar Review meeting to brief the participants on the status of the release

- Keeping the calendar item up to date

Input POLARIS Enterprise Release Schedule

Project Schedule

Output POLARIS Enterprise Release Calendar Single Site Entry Template

Updated POLARIS Enterprise Release Calendar Single Site Entry Template

Associated Artifacts POLARIS Enterprise Release Calendar Single Site Entry Template






Standards POLARIS - Creating a Report

POLARIS Enterprise Release Calendar (POLARIS) User Guide




Process Activity Name: PERC-04.03 Review POLARIS Entry Previous Activities PERC-04.02 Create/Update POLARIS Entry

Next Activities PERC-04.04 Schedule Recurring POLARIS Review Meetings

Description The POLARIS Agent reviews the POLARIS Enterprise Release Calendar Single Site Entry for completeness and accuracy.

Input POLARIS Enterprise Release Calendar Single Site Entry Template

Output Approved POLARIS Enterprise Release Calendar Single Site Entry Template


Responsible Role POLARIS Agent






POLARIS - Creating a Report



Process Activity Name: PERC-04.04 Schedule Recurring POLARIS Review Meetings Previous Activities PERC-04.03 Review POLARIS Entry

Next Activities PERC-04.05 Brief POLARIS Review Meeting

Description The POLARIS Agent schedules the review meetings based upon the approved POLARIS Enterprise Release Calendar Single Site Entry.

Input POLARIS Enterprise Release Calendar Single Site Entry Template

Output Updated POLARIS Enterprise Release Calendar Single Site Entry Template




Consulted Role ITOPS Implementation Manager; Project Manager

Informed Role Implementer; Project Manager; Stakeholder(s); OI&T Representative; National Security Operations Center Representative; National Cemetery Administration Representative; Veterans Benefit Administration Representative; Veterans Health Administration Representative; Contractor Lead




More Info None Listed

Process Activity Name: PERC-04.05 Brief POLARIS Review Meeting Previous Activities PERC-04.04 Schedule Recurring POLARIS Review Meetings

Next Activities PERC-04.06 Operational Readiness Confirmed?

Description The Project Manager briefs the POLARIS Enterprise Release Calendar Single Site Entry explaining the current status and any issues that present obstacles to project success.

During the POLARIS review meeting, follow this script when presenting your calendar entry:

- Provide a brief description of the activity

- Identify any system dependencies and impacts

- Identify any system downtime or unavailability, and the duration

- State your plans for post-activity validation testing (the timeframe and who shall be responsible for conducting)

Input POLARIS Enterprise Release Calendar Single Site Entry

Project Schedule

Output Approved POLARIS Enterprise Release Calendar Single Site Entry




Consulted Role Contractor Lead; ITOPS Implementation Manager; National Cemetery Administration Representative; National Security Operations Center Representative; OI&T Representative; Veterans Benefit Administration Representative; Veterans Health Administration Representative

Informed Role Stakeholder(s); Project Team




More Info The calendar items posted on POLARIS will be reviewed in various POLARIS Enterprise Release Calendar Review meetings held via teleconference. Participants in the teleconference may include representatives from National Cemetery Administration (NCA), Office of Information and Technology (OI&T), Veteran Benefit Administration (VBA), Veteran Health Administration (VHA), National Security Operations Center (NSOC), and contractors. The facilitator for each meeting will lead the group in reviewing planned activities for a predetermined range of dates. These meetings will provide an appropriate forum for the participants to address any need for coordination for releases, any security issues, identify additional resources that may be required (e.g., testers), and raise other concerns for the group’s consideration. Review meetings will focus on calendar items that are relevant to a specific group to ensure all release activities are reviewed.

Process Activity Name: PERC-04.06 Operational Readiness Confirmed? Previous Activities PERC-04.05 Brief POLARIS Review Meeting


PERC-04.07 Change POLARIS Entry Status to Approved

Or

If "No":


Description The POLARIS Agent determines if Yes, operational readiness has been achieved or No, it has not.






Process Activity Name: PERC-04.07 Change POLARIS Entry Status to Approved Previous Activities PERC-04.06 Operational Readiness Confirmed?

Next Activities PERC-04.08 Execute Release

Description The POLARIS Agent, after determining that operational readiness is confirmed, changes the status of the POLARIS Enterprise Release Calendar Single Site Entry to approved.

Input Operational Readiness Confirmation

POLARIS Enterprise Release Calendar Single Site Entry

Output Updated POLARIS Enterprise Release Calendar Single Site Entry




Consulted Role Project Manager; ITOPS Implementation Manager; Application Manager






Process Activity Name: PERC-04.08 Execute Release Previous Activities PERC-04.07 Change POLARIS Entry Status to Approved

Next Activities PERC-04.09 Release Successful?

Description The Operations Technical Staff executes the release in accordance with the approved VIP Deployment Installation Roll Back Back-Out Guide plans.

Input Critical Decision 2 Approval

VIP Deployment Installation Roll Back Back-Out Plan

Output Installed Products

Lessons Learned Report

Associated Artifacts Lessons Learned Report Template

Responsible Role Operations Technical Staff


Consulted Role Project Manager

Informed Role Stakeholder(s); Facility Director/System Owner




Process Activity Name: PERC-04.09 Release Successful? Previous Activities PERC-04.08 Execute Release




Or

If "No":


Description The Operational Technical Staff determines if the release was implemented successfully (Yes), or not (No).



Consulted Role Facility Director/Data Center Director


Process Activity Name: PERC-04.10 Update POLARIS Status Previous Activities PERC-04.09 Release Successful?

Next Activities Process Ends

Description The Project Manager updates the POLARIS Enterprise Release Calendar Single Site Entry to reflect successful release implementation.

Input POLARIS Enterprise Release Calendar Single Site Entry

System Installation Email Notification

Output Lessons Learned Report

Systems Acceptance

Updated POLARIS Enterprise Release Calendar Single Site Entry









Standards None Listed


Process Activity Name: PERC-04.11 Update POLARIS Status Previous Activities PERC-04.06 Operational Readiness Confirmed?

Or

PERC-04.09 Release Successful?


Description The Project Manager updates the POLARIS Enterprise Release Calendar Single Site Entry to reflect the release was not operationally ready or the release was not successful, so that re-planning commences.

Input Lessons Learned Report

POLARIS Enterprise Release Calendar Entry

Output Updated POLARIS Enterprise Release Calendar Entry











Process Activity Name: PERC-05 Deploy to Multiple Locations Previous Activities PERC-03 Multi-site Template Required?


Description The Deploy to Multiple Locations sub-process cycles through the following dependent activities and decisions:

- Identify Release or Infrastructure Change Date

- Create POLARIS Multi-site Template

- Create/Update POLARIS Entry

- Review Polaris Entry

- Schedule Recurring POLARIS Review Meetings

- Brief POLARIS Review Meeting

- Operational Readiness Confirmed?



- Execute Release


- Execute Release

- Release Successful?



Process Activity Name: PERC-05.01 Identify Release or Infrastructure Change Date Previous Activities PERC-05 Deploy to Multiple Locations

Or


Next Activities PERC-05.02 Create POLARIS Multi-site (FO) Entry

Description The Project Manager identifies the planned release date or infrastructure change date from the project schedule and notifies the Stakeholders while preparing to create or update the POLARIS Enterprise Release Calendar entry.

Input POLARIS Enterprise Release Calendar Project Instance

Project Schedule

Output Stakeholder Notification Email










Process Activity Name: PERC-05.02 Create POLARIS Multi-site (FO) Entry Previous Activities PERC-05.01 Identify Release or Infrastructure Change Date

Next Activities PERC-05.03 Create/Update POLARIS Entry

Description The Project Manager creates the POLARIS Enterprise Release Calendar Entry Template using the POLARIS Multi-site (FO) entry template based upon the multiple sites involved in the release. For VIP projects, the Project Manager creates the template before CD2 approval, and the operations counterpart submits it as an entry after CD2 approval. When a specific targeted release action is repetitive across multiple sites, then the POLARIS Multi-site (FO) entry template is required. If multiple weeks are required to complete all stations, then multiple forms are required; one per week. A template must be used to create the initial release entry, and this template should be used for each weekly entry. The user should click on the Create a New POLARIS Field Ops Release link to ensure that he or she is using latest version. The form should detail the entire release.

After registering the release on the POLARIS site, the next steps for a product should be:

- POLARIS guidance is a suggested minimum 2-4 week lead time to create the entry

- the Product Team will be contacted by the POLARIS Team who will provide notice of intent to review via email

The Product Manager, authorized representative who created the entry on the calendar or other designated POCs for that release, are responsible for:

- Adding the calendar item

- Coordinating the schedule for the release with any other groups that may be affected by that release


- Attending the POLARIS Enterprise Release Calendar Review meeting to brief the participants on the status of the release- Keeping the calendar item up to date

Input Project Management Plan

Project Schedule

Output POLARIS Enterprise Release Calendar Multi-site (FO) Entry

Associated Artifacts POLARIS Enterprise Release Calendar Multi-site (FO) Entry Template








Process Activity Name: PERC-05.03 Create/Update POLARIS Entry Previous Activities PERC-05.02 Create POLARIS Multi-site (FO) Entry

Next Activities PERC-05.04 Review Polaris Entry

Description The Project Manager creates or updates the project POLARIS Enterprise Release Calendar entry based upon the content of the project schedule. Entries are created one per week for each affected location. The Project Manager, authorized representative who created the entry on the calendar, or any other designated POCs for that release, is responsible for adding the calendar item, coordinating the schedule for the release with any other groups that may be affected by that


release, attending the POLARIS Enterprise Release Calendar Review meeting to brief the participants on the status of the release, and keeping the calendar item up to date.

Input POLARIS Enterprise Release Calendar

POLARIS Enterprise Release Calendar Multi-site (FO) Template

Output POLARIS Enterprise Release Calendar Multi-site (FO) Entry









More Info The POLARIS calendar team requests that release entries first appear when you have the first proposed deployment date; all entries should be entered a minimum of two to four weeks ahead of release date. POLARIS calendar entries cannot exceed 1 week in duration except for IOC releases and those releases that exceed 60 days duration. It is essential that POLARIS entries for Initial Operating Capability (IOC) Production milestones with the IOC Entry and IOC Exit dates are added to the calendar upon project initiation, or as soon as possible, and that this information is updated regularly. Initial Operating Capability (IOC) Production testing activity is considered production activity. Each POLARIS IOC entry has a maximum expected duration of three months. If the duration of the IOC exceeds three months, the user is required to create additional entries for each three month increment. Sites may start and complete IOC testing at different times. Therefore, the user is required to create one entry per site for IOC using the Field Ops form. The entries should include a reference to IOC in the title. Users should update the Execution Status when testing is completed at the site to Completed Successfully


Process Activity Name: PERC-05.04 Review Polaris Entry Previous Activities PERC-05.03 Create/Update POLARIS Entry

Next Activities PERC-05.05 Schedule Recurring POLARIS Review Meetings

Description The POLARIS Agent reviews the POLARIS Enterprise Release Calendar proposed entry for completeness and accuracy.

Input POLARIS Enterprise Release Calendar Multi-site Entry

Output Approved POLARIS Enterprise Release Calendar Multi-site Entry









Process Activity Name: PERC-05.05 Schedule Recurring POLARIS Review Meetings Previous Activities PERC-05.04 Review Polaris Entry


Next Activities PERC-05.06 Brief POLARIS Review Meeting

Description The POLARIS Agent schedules the review meetings based upon the approved POLARIS Entry submissions.

Input POLARIS Enterprise Release Calendar Multi-site (FO) Entry

Output Updated POLARIS Enterprise Release Calendar Multi-site (FO) Entry




Consulted Role Project Manager; ITOPS Implementation Manager

Informed Role Contractor Lead; OI&T Representative; National Security Operations Center Representative; National Cemetery Administration Representative; Veterans Benefit Administration Representative; Veterans Health Administration Representative




Process Activity Name: PERC-05.06 Brief POLARIS Review Meeting Previous Activities PERC-05.05 Schedule Recurring POLARIS Review Meetings

Next Activities PERC-05.07 Operational Readiness Confirmed?


Description The ITOPS Representative briefs the POLARIS Enterprise Release Calendar entry explaining the current status and any issues that present obstacles to project success.


Project Schedule

Output Approved POLARIS Enterprise Release Calendar Multi-site (FO) Entry


Responsible Role ITOPS Implementation Manager


Consulted Role Contractor Lead; ITOPS Implementation Manager; National Cemetery Administration Representative; National Security Operations Center Representative; OI&T Representative; Project Manager

Informed Role Stakeholder(s); Project Team



More Info The calendar items posted on POLARIS will be reviewed in various POLARIS Enterprise Release Calendar Review meetings held via teleconference. Participants in the teleconference may include representatives from National Cemetery Administration (NCA), Office of Information and Technology (OI&T), Veteran Benefit Administration (VBA), Veteran Health Administration (VHA), National Security Operations Center (NSOC), and contractors. The facilitator for each meeting will lead the group in reviewing planned activities for a predetermined range of dates. These meetings will provide an appropriate forum for the participants to address any need for coordination for releases, any security issues, identify additional resources that may be required (e.g., testers), and raise other concerns for the group’s consideration. Review meetings will focus on calendar items that are relevant to a specific group to ensure all release activities are reviewed.


Process Activity Name: PERC-05.07 Operational Readiness Confirmed? Previous Activities PERC-05.06 Brief POLARIS Review Meeting


PERC-05.08 Change POLARIS Entry Status to Approved

Or

If "No":


Description The POLARIS Agent determines if Yes, operational readiness has been achieved or No, it has not.





Process Activity Name: PERC-05.08 Change POLARIS Entry Status to Approved Previous Activities PERC-05.07 Operational Readiness Confirmed?

Next Activities PERC-05.09 Execute Release

Description The POLARIS Agent, after determining that operational readiness is confirmed, changes the status of the POLARIS Enterprise Release Calendar Entry to approved.

Input Operational Readiness Confirmation

POLARIS Enterprise Release Calendar Multi-site Entry




Responsible Role ITOPS Implementation Manager


Consulted Role Application Manager; Project Manager


Tools and Websites POLARIS Enterprise Release Calendar (PERC) Process



Process Activity Name: PERC-05.09 Execute Release Previous Activities PERC-05.08 Change POLARIS Entry Status to Approved

Next Activities PERC-05.10 Release Successful?

Description The Operations Technical Staff executes the release in accordance with the approved VIP Deployment Installation Roll Back Back-Out Guide plans.

Input Critical Decision 2 Approval

VIP Deployment Installation Roll Back Back-Out Plan

Output Installed Products

Lessons Learned Report





Consulted Role Project Manager

Informed Role Stakeholder(s); Facility Director/Data Center Director; Information Security Officer




Process Activity Name: PERC-05.10 Release Successful? Previous Activities PERC-05.09 Execute Release



Or

If "No":


Description The Operational Technical Staff determines if the release was implemented successfully (Yes), or not (No).






Process Activity Name: PERC-05.11 Update POLARIS Status Previous Activities PERC-05.10 Release Successful?

Next Activities Process Ends

Description The ITOPS Representative updates the POLARIS Enterprise Release Calendar Multi-site (FO) Entry to reflect successful release implementation.


System Installation Email Notification

Output Lessons Learned Report

Updated POLARIS Enterprise Release Calendar Multi-site (FO) Entry

Systems Acceptance


POLARIS Enterprise Release Calendar Multi-site (FO) Entry Template

Responsible Role ITOPS Representative








Process Activity Name: PERC-05.12 Update POLARIS Status Previous Activities PERC-05.07 Operational Readiness Confirmed?

Or

PERC-05.10 Release Successful?


Description The Project Manager updates the POLARIS Enterprise Release Calendar Multi-site (FO) Entry to reflect the release was not operationally ready or the release was not successful, so that re-planning commences.

Input Lessons Learned Report

POLARIS Enterprise Release Calendar Multi-site (FO) Entry



Responsible Role ITOPS Representative







More Info None Listed END OF PROCESS.