Vendor Access Management
ProPath
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: 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 Accountable Role: Vendor Management Office Staff Lead Consulted Role: None Listed
Informed Role: None Listed
VAM-03 Vendor Approved?
Responsible Role: Vendor Management Office Staff Accountable Role: Vendor Management Office Staff Lead Consulted Role: None Listed
Informed Role: None Listed
VAM-04 Notification of Vendor Assignment
Responsible Role: Vendor Management Office Staff Accountable Role: Vendor Management Office Staff Lead Consulted Role: None Listed
Informed Role: None Listed
VAM-05 Prepare Meeting Analysis Package
Accountable Role: Director, Vendor Management Office Consulted Role: None Listed
Informed Role: None Listed
VAM-06 Complete Meeting Analysis
Responsible Role: Vendor Management Office Staff Lead Accountable Role: Director, Vendor Management Office Consulted Role: None Listed
Informed Role: None Listed
VAM-07 Schedule Visit?
Responsible Role: Vendor Management Office Staff Lead Accountable Role: Director, Vendor Management Office Consulted Role: None Listed
Informed Role: None Listed
VAM-08 Schedule Vendor Visits
Responsible Role: Vendor Management Office Staff Accountable Role: Vendor Management Office Staff Lead Consulted Role: None Listed
Informed Role: None Listed
VAM-09 Vendor Appeal?
Responsible Role: Vendor Management Office Staff Lead Accountable Role: Director, Vendor Management Office Consulted Role: None Listed
Informed Role: None Listed
Responsible Role: Director, Vendor Management Office Accountable Role: Executive Director
Consulted Role: None Listed Informed Role: None Listed
VAM-11 Schedule Visit?
Responsible Role: Director, Vendor Management Office Accountable Role: Executive Director
Consulted Role: None Listed Informed Role: None Listed
VAM-12 Vendor Appeal?
Responsible Role: Director, Vendor Management Office Accountable Role: Executive Director
Consulted Role: None Listed Informed Role: None Listed
VAM-13 Finalize Recommendations
Responsible Role: Executive Director
Accountable Role: Deputy Assistant Secretary, IT Resource Management Consulted Role: None Listed
Informed Role: None Listed
VAM-14 Schedule Visit?
Responsible Role: Executive Director
Accountable Role: Director, Vendor Management Office Consulted Role: None Listed
VAM-15 Respond to Vendor
Responsible Role: Director, Vendor Management Office Accountable Role: Executive Director
Consulted Role: None Listed Informed Role: None Listed
VAM-16 Update Vendor Record
Responsible Role: Vendor Management Office Staff Accountable Role: Vendor Management Office Staff Lead Consulted Role: None Listed
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 Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
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
Associated Artifacts
Vendor Record
Responsible Role
Vendor Management Office Staff
Accountable Role
Vendor Management Office Staff Lead
Consulted Role
None Listed
Informed Role
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
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).
Responsible Role
Vendor Management Office Staff
Accountable Role
Vendor Management Office Staff Lead
Consulted Role
None Listed
Informed Role
None Listed
Process Activity Name: VAM-04 Notification of Vendor Assignment
Previous Activities
VAM-03 Vendor Approved?
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 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 Vendor Visit Request Tracker (IT Tracker) 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
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
Consulted Role
None Listed
Informed Role
None Listed
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
More Info
None Listed
Process Activity Name: VAM-06 Complete Meeting Analysis
Previous Activities
VAM-05 Prepare Meeting Analysis Package
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
Associated Artifacts
None Listed
Responsible Role
Vendor Management Office Staff Lead
Accountable Role
Director, Vendor Management Office
Consulted Role
None Listed
Informed Role
None Listed
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
More Info
None Listed
Process Activity Name: VAM-07 Schedule Visit?
Previous Activities
VAM-06 Complete Meeting Analysis
Next Activities
If "Yes":
Or If "No":
VAM-09 Vendor Appeal?
Description
Vendor Management Office Staff Lead schedules a visit (Yes) or does not (No) schedule a visit.
Responsible Role
Vendor Management Office Staff Lead
Accountable Role
Director, Vendor Management Office
Consulted Role
None Listed
Informed Role
None Listed
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
Associated Artifacts
None Listed
Accountable Role
Vendor Management Office Staff Lead
Consulted Role
None Listed
Informed Role
None Listed
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
More Info
None Listed
Process Activity Name: VAM-09 Vendor Appeal?
Previous Activities
VAM-07 Schedule Visit?
Next Activities
If "Yes":
VAM-10 Approve Recommendations Or
If "No": Process Ends
Description
Vendor appeals (Yes) or does not (No) appeal.
Responsible Role
Vendor Management Office Staff Lead
Accountable Role
Director, Vendor Management Office
Consulted Role
Informed Role
None Listed
Process Activity Name: VAM-10 Approve Recommendations
Previous Activities
VAM-09 Vendor Appeal?
Next Activities
VAM-11 Schedule Visit?
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.
Input
Meeting Recommendation Report
Output
Updated Meeting Recommendation Report
Associated Artifacts
None Listed
Responsible Role
Director, Vendor Management Office
Accountable Role Executive Director Consulted Role None Listed Informed Role None Listed
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
Process Activity Name: VAM-11 Schedule Visit?
Previous Activities
VAM-10 Approve Recommendations
Next Activities
If "Yes":
VAM-08 Schedule Vendor Visits Or
If "No":
VAM-12 Vendor Appeal?
Description
The Director, Vendor Management Office schedules a visit (Yes) or does not (No) schedule a visit.
Responsible Role
Director, Vendor Management Office
Accountable Role Executive Director Consulted Role None Listed Informed Role None Listed
Process Activity Name: VAM-12 Vendor Appeal?
Previous Activities
VAM-11 Schedule Visit?
Next Activities
If "Yes":
VAM-13 Finalize Recommendations Or
If "No": Process Ends
Description
Responsible Role
Director, Vendor Management Office
Accountable Role Executive Director Consulted Role None Listed Informed Role None Listed
Process Activity Name: VAM-13 Finalize Recommendations
Previous Activities
VAM-12 Vendor Appeal?
Next Activities
VAM-14 Schedule Visit?
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
Associated Artifacts
None Listed
Responsible Role
Executive Director
Accountable Role
Deputy Assistant Secretary, IT Resource Management
Consulted Role
None Listed
Informed Role
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
More Info
None Listed
Process Activity Name: VAM-14 Schedule Visit?
Previous Activities
VAM-13 Finalize Recommendations
Next Activities
If "Yes":
VAM-08 Schedule Vendor Visits Or
If "No":
VAM-15 Respond to Vendor
Description
The Executive Director schedules a visit (Yes) or does not (No).
Responsible Role
Executive Director
Accountable Role
Director, Vendor Management Office
Consulted Role
None Listed
Informed Role
None Listed
Process Activity Name: VAM-15 Respond to Vendor
Previous Activities
VAM-13 Finalize Recommendations
Next Activities
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.
Input
Meeting Recommendation Report
Output
Visit Declination Email
Associated Artifacts
None Listed
Responsible Role
Director, Vendor Management Office
Accountable Role Executive Director Consulted Role None Listed Informed Role None Listed
Tools and Websites
Vendor Management Office SharePoint Portal Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
More Info
None Listed
Process Activity Name: VAM-16 Update Vendor Record
Previous Activities
VAM-08 Schedule Vendor Visits Or
VAM-15 Respond to Vendor
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
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 Vendor Visit Request Tracker (IT Tracker) VMO Shared Drive
Standards
Vendor Access Management Standard Operating Procedures
More Info
None Listed