+-----------------------------------------------------------------------+
| **VBA IRM Handbook No. 1.01.01.HB1**                                  |
|                                                                       |
| **Directives and Handbooks Management**                               |
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  -----------------------------------------------------------------------
  **This handbook contains the procedures that the proponent
  organization, the Information Resources Management Planning,
  Coordination and Evaluation Staff (20M5), has developed to implement
  *VBA IRM Policy Directive No. 1.01.01 of VBA Manual M20-4*. You may
  direct any questions or comments concerning these procedures to the
  proponent organization.**

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  **VBA IRM policy is the tool that VBA Information Technology (IT)
  senior management uses to communicate the particular ways that people
  within the VBA\'s Office of Information Technology (20M) will conduct
  business. It also describes the most effective and efficient ways for
  organizations and individuals supported by 20M to request and receive
  that support. When a senior VBA IT management official (such as the
  Office Director, a Service Director, or a Staff Director) identifies a
  need for a policy and/or a procedure or a need for major revision to
  existing policy or procedures, that senior management official will
  initiate the following procedures:**

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+----+---------------------+----+-------------------------------------+
|    | **[WHO              |    | **[ACTION]{.underline}**            |
|    | (Ac                 |    |                                     |
|    | tor)]{.underline}** |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **Senior VBA IT     |    | **a. Notify the Director of the IRM |
| [] | Official who        |    | Planning, Coordination and          |
| (m | identifies a need   |    | Evaluation Staff (20M5) of that     |
| ed | for policy and/or   |    | need.**                             |
| ia | procedures (or a    |    |                                     |
| /i | revision)**         |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 1. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **b. Explain, in general terms,     |
|    |                     |    | what the policy and/or procedures   |
|    |                     |    | (or revision) should involve. This  |
|    |                     |    | explanation will serve as the       |
|    |                     |    | general guidance for policy and/or  |
|    |                     |    | procedures development.**           |
+----+---------------------+----+-------------------------------------+
| !  | **Directors, 20M5   |    | **a. Review the senior official\'s  |
| [] | and 20M1 *(20M5 has |    | guidance.**                         |
| (m | lead role)***       |    |                                     |
| ed |                     |    | **b. Evaluate which 20M             |
| ia |                     |    | organization should be the          |
| /i |                     |    | proponent organization (PO)\--the   |
| ma |                     |    | organization that will have the     |
| ge |                     |    | lead role in enacting or overseeing |
| 2. |                     |    | compliance with the policy and/or   |
| em |                     |    | procedures.**                       |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **c. Recommend PO to the Director   |
|    |                     |    | of 20M.**                           |
+----+---------------------+----+-------------------------------------+

  ----------------------- ------------------------ ----- --------------------------------------
                          **[WHO                         **[ACTION]{.underline}**
                          (Actor)]{.underline}**         

  ![](media/image3.wmf)   **Director, 20M**              **a. Determine which organization will
                                                         be the PO.**

                                                         **b. Assign the PO with the task of
                                                         developing (or revising) the policy
                                                         directive and/or the procedures
                                                         handbook. (The handbook is the
                                                         document that explains in a
                                                         step-by-step manner how each
                                                         organization/ individual involved will
                                                         to conduct business.)**

  ![](media/image4.wmf)   **Director, PO, with           **Determine which organizations will
                          Director, 20M5 *(PO has        be affected by the directive and/or
                          lead role)***                  handbook. These will be the involved
                                                         organizations (IOs). IOs may be VBA
                                                         organizations outside of 20M.**

                                                         
  ----------------------- ------------------------ ----- --------------------------------------

> **NOTE: The Director of the proponent organization is responsible for
> the development (or revision) of the policy directive and/or the
> procedures handbook. *The Director will make the determination
> concerning the best way to develop assigned directives/handbooks.***
>
> **Steps 5-9 are not mandatory, but they are *highly recommended* as
> the *optimal approach* in order to ensure agreement and cooperation by
> involved organizations.**

+----+---------------------+----+-------------------------------------+
| !  | **Director, PO**    |    | **a. Identify a team leader from    |
| [] |                     |    | the PO**                            |
| (m |                     |    |                                     |
| ed |                     |    | **to head the directive development |
| ia |                     |    | team (DDT).**                       |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 5. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **b. Request each IO manager to     |
|    |                     |    | assign a member to the team. Team   |
|    |                     |    | members represent their             |
|    |                     |    | organizations during directive      |
|    |                     |    | and/or handbook development.**      |
+----+---------------------+----+-------------------------------------+
| !  | **Director, 20M5**  |    | **Provide a policy development**    |
| [] |                     |    |                                     |
| (m |                     |    | **consultant as a member of the DDT |
| ed |                     |    | to advise and train team members in |
| ia |                     |    | the development of directives and   |
| /i |                     |    | handbooks according to the 20M      |
| ma |                     |    | model.**                            |
| ge |                     |    |                                     |
| 6. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+

+----+---------------------+----+-------------------------------------+
|    | **[WHO              |    | **[ACTION]{.underline}**            |
|    | (Ac                 |    |                                     |
|    | tor)]{.underline}** |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **Manager, IO**     |    | **a. Assign a representative to the |
| [] |                     |    | team who has authority to speak on  |
| (m |                     |    | the IO manager\'s behalf and who    |
| ed |                     |    | can meet DDT-related                |
| ia |                     |    | responsibilities.**                 |
| /i |                     |    |                                     |
| ma |                     |    | **b. Inform PO of selection.**      |
| ge |                     |    |                                     |
| 7. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **Team Leader,      |    | **Ensure team membership is         |
| [] | DDT**               |    | complete.**                         |
| (m |                     |    |                                     |
| ed |                     |    |                                     |
| ia |                     |    |                                     |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 8. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **DDT**             |    | **Use Handbook 1.01.01.HB2 for      |
| [] |                     |    | directive development and/or        |
| (m |                     |    | Handbook 1.01.01.HB3 for handbook   |
| ed |                     |    | development.**                      |
| ia |                     |    |                                     |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 9. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+

> **UPON COMPLETION OF DIRECTIVE AND/OR HANDBOOK DEVELOPMENT**

+----+---------------------+----+-------------------------------------+
| ![ | **Director, 20M5**  |    | **Assign directive and/or           |
| ]( |                     |    | handbook**                          |
| me |                     |    |                                     |
| di |                     |    | **classification number(s).**       |
| a/ |                     |    |                                     |
| im |                     |    |                                     |
| ag |                     |    |                                     |
| e1 |                     |    |                                     |
| 0. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| ![ | **Director, PO**    |    | **a. Circulate document(s) for      |
| ]( |                     |    | concurrence**                       |
| me |                     |    |                                     |
| di |                     |    | **by IOs within 20M.**              |
| a/ |                     |    |                                     |
| im |                     |    |                                     |
| ag |                     |    |                                     |
| e1 |                     |    |                                     |
| 1. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **b. [If concurrence comments       |
|    |                     |    | request or require minor            |
|    |                     |    | revisions]{.underline} (such as     |
|    |                     |    | grammar or wording changes to       |
|    |                     |    | clarify intent): make the           |
|    |                     |    | revisions.**                        |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **c. [If concurrence comments       |
|    |                     |    | request or require major            |
|    |                     |    | revisions]{.underline} (such as a   |
|    |                     |    | change in who performs an action or |
|    |                     |    | a revision of an action):**         |
|    |                     |    |                                     |
|    |                     |    | > **(1) convene a DDT to discuss    |
|    |                     |    | > the comments and revise the       |
|    |                     |    | > document(s) if revision is        |
|    |                     |    | > appropriate.**                    |
|    |                     |    | >                                   |
|    |                     |    | > **(2) Obtain concurrence from     |
|    |                     |    | > commenting IOs.**                 |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **d. Give 20M5 the revised          |
|    |                     |    | document.**                         |
+----+---------------------+----+-------------------------------------+

+----+---------------------+----+-------------------------------------+
|    | **[WHO              |    | **[ACTION]{.underline}**            |
|    | (Ac                 |    |                                     |
|    | tor)]{.underline}** |    |                                     |
+----+---------------------+----+-------------------------------------+
| ![ | **Director, 20M5**  |    | **a. Circulate document(s) for      |
| ]( |                     |    | concurrence**                       |
| me |                     |    |                                     |
| di |                     |    | **by IOs outside 20M.**             |
| a/ |                     |    |                                     |
| im |                     |    |                                     |
| ag |                     |    |                                     |
| e1 |                     |    |                                     |
| 2. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **b. [If concurrence comments       |
|    |                     |    | request or require minor            |
|    |                     |    | revisions]{.underline} (such as     |
|    |                     |    | grammar or wording changes to       |
|    |                     |    | clarify intent): coordinate with    |
|    |                     |    | the PO and make the revisions.**    |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **c. [If concurrence comments       |
|    |                     |    | request or require major            |
|    |                     |    | revisions]{.underline} (such as a   |
|    |                     |    | change in who performs an action or |
|    |                     |    | a revision of an action):**         |
|    |                     |    |                                     |
|    |                     |    | > **(1) request that the PO convene |
|    |                     |    | > a DDT to discuss the comments and |
|    |                     |    | > revise the document(s) if         |
|    |                     |    | > revision is appropriate.**        |
|    |                     |    | >                                   |
|    |                     |    | > **(2) Obtain concurrence from     |
|    |                     |    | > commenting IOs.**                 |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **d. Give final document, with      |
|    |                     |    | concurrences, to Director, 20M for  |
|    |                     |    | approval.**                         |
+----+---------------------+----+-------------------------------------+

> **WHEN DIRECTIVE AND/OR HANDBOOK ARE APPROVED BY THE DIRECTOR, 20M**

+----+---------------------+----+-------------------------------------+
| ![ | **Directors, 20M1,  |    | **Coordinate publication and        |
| ]( | 20M5, and PO *(20M1 |    | distribution of directives and/or   |
| me | has lead role)***   |    | handbooks to all IOs and VBA IRM    |
| di |                     |    | policy reference libraries.**       |
| a/ |                     |    |                                     |
| im |                     |    |                                     |
| ag |                     |    |                                     |
| e1 |                     |    |                                     |
| 3. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| ![ | **Managers,         |    | **a. Follow directive. Use          |
| ]( | PO/IOs**            |    | handbook.**                         |
| me |                     |    |                                     |
| di |                     |    |                                     |
| a/ |                     |    |                                     |
| im |                     |    |                                     |
| ag |                     |    |                                     |
| e1 |                     |    |                                     |
| 4. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **b. Evaluate the directive and/or  |
|    |                     |    | handbook informally on an ongoing   |
|    |                     |    | basis.**                            |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **c. [If the documents are correct  |
|    |                     |    | and understandable]{.underline}:    |
|    |                     |    | continue to use them.**             |
+----+---------------------+----+-------------------------------------+
| ![ | **Managers, PO/IOs  |    | **d. [If the directive or handbook  |
| ]( | *(continued)***     |    | is incorrect or hard to             |
| me |                     |    | understand]{.underline}:**          |
| di |                     |    |                                     |
| a/ |                     |    | > **(1) Contact the PO.**           |
| im |                     |    | >                                   |
| ag |                     |    | > **(2) Explain the problem.**      |
| e1 |                     |    |                                     |
| 4. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| ![ | **Director, PO**    |    | **Review IO problems with the       |
| ]( |                     |    | directive**                         |
| me |                     |    |                                     |
| di |                     |    | **and/or handbook.**                |
| a/ |                     |    |                                     |
| im |                     |    | > **(1) [If problems can be         |
| ag |                     |    | > resolved with minor               |
| e1 |                     |    | > revisions]{.underline} (Such as   |
| 5. |                     |    | > grammar or wording changes to     |
| em |                     |    | > clarify intent, or including      |
| f) |                     |    | > additional information in the     |
|    |                     |    | > appendices):**                    |
|    |                     |    | >                                   |
|    |                     |    | > **(a) Make the revisions.**       |
|    |                     |    | >                                   |
|    |                     |    | > **(b) GO TO STEP .**              |
+----+---------------------+----+-------------------------------------+
|    |                     |    | > **(2) [If problems require major  |
|    |                     |    | > ]{.underline}**                   |
|    |                     |    | >                                   |
|    |                     |    | > **[revision of the                |
|    |                     |    | > directive]{.underline} (a change  |
|    |                     |    | > in policy) [or in a               |
|    |                     |    | > handbook]{.underline} (a change   |
|    |                     |    | > in responsibilities or the total  |
|    |                     |    | > revision of one or more steps):** |
|    |                     |    | >                                   |
|    |                     |    | > **GO TO STEP**                    |
|    |                     |    | > ![](media/image1.emf)**.**        |
+----+---------------------+----+-------------------------------------+

![](media/image16.emf)

**This handbook is approved. It will be used to implement *VBA IRM
Policy Directive No. 1.01.01* of *VBA Manual M20-4.* Place it in *Part
II* of *M20-4* behind tab *1.0 Management and Administration*.**

> **By Direction of the Under Secretary for Benefits**
>
> **/S/ ORIGINAL SIGNED**
>
> **Rhoda R. Mancher**
>
> **Director**
>
> **Office of Information Technology**