+-----------------------------------------------------------------------+
| **VBA IRM Handbook No. 1.01.01.HB3**                                  |
|                                                                       |
| **Handbook Development**                                              |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  **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* and to
  supplement *VBA IRM Handbook No. 1.01.01.HB1*, *Directives and
  Handbooks Management*. You may direct any questions or comments
  concerning these procedures to the proponent organization.**

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  **VBA IRM Directives communicate the particular ways that people within
  VBA\'s Office of Information Technology (20M) will conduct business.
  VBA IRM Handbooks explain, in a step-by-step manner for each
  individual/organization involved, how to follow those directives. *The
  Director of the proponent organization will determine the best way to
  develop assigned handbooks*. When a Directive Development Team (DDT)
  prepares a handbook, 20M5 recommends that it follow these procedures to
  ensure optimal cooperation by involved organizations.**

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+----+---------------------+----+-------------------------------------+
|    | **[WHO              |    | **[ACTION]{.underline}**            |
|    | (Ac                 |    |                                     |
|    | tor)]{.underline}** |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **Team Leader (TL)  |    | **a. Meet before first Directive    |
| [] | and 20M5 Team       |    | Development Team (DDT) meeting to   |
| (m | Member (TM)**       |    | review Information Technology (IT)  |
| ed |                     |    | senior official\'s guidance         |
| ia |                     |    | concerning what the handbook\'s     |
| /i |                     |    | procedures should involve.**        |
| ma |                     |    |                                     |
| ge |                     |    | **b. Review the directive that the  |
| 1. |                     |    | handbook will support.**            |
| wm |                     |    |                                     |
| f) |                     |    | **c. Prepare an initial outline for |
|    |                     |    | the team members to consider.**     |
+----+---------------------+----+-------------------------------------+
| !  | **Team Leader**     |    | **Make arrangements for a DDT       |
| [] |                     |    | meeting.**                          |
| (m |                     |    |                                     |
| ed |                     |    | > **(1) Identify a meeting location |
| ia |                     |    | > and time; coordinate facilities   |
| /i |                     |    | > and equipment.**                  |
| ma |                     |    | >                                   |
| ge |                     |    | > **(2) Notify team members.**      |
| 2. |                     |    | >                                   |
| em |                     |    | > **(3) Arrange to record comments  |
| f) |                     |    | > at the meeting.**                 |
+----+---------------------+----+-------------------------------------+

+----+---------------------+----+-------------------------------------+
|    | **                  |    | **[ACTION]{.underline}**            |
|    | [WHO]{.underline}** |    |                                     |
+----+---------------------+----+-------------------------------------+
|    | **DDT**             |    | **a. Meet.**                        |
|    |                     |    |                                     |
|    |                     |    | **b. Review IT senior official\'s   |
|    |                     |    | guidance concerning what the        |
|    |                     |    | handbook\'s procedures should       |
|    |                     |    | involve.**                          |
|    |                     |    |                                     |
|    |                     |    | **c. Review the directive that the  |
|    |                     |    | handbook will support.**            |
+----+---------------------+----+-------------------------------------+
| !  | **TL and 20M5 TM**  |    | **Brief the DDT on handbook         |
| [] |                     |    | preparation. See Appendix \"How to  |
| (m |                     |    | Write a Handbook.\"**               |
| ed |                     |    |                                     |
| ia |                     |    |                                     |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 3. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **DDT**             |    | **a. Select a title for the         |
| [] |                     |    | handbook.**                         |
| (m |                     |    |                                     |
| ed |                     |    | **b. Discuss sequential steps of    |
| ia |                     |    | the procedure, determining what     |
| /i |                     |    | organization(s) is responsible for  |
| ma |                     |    | each step. (At this point, use the  |
| ge |                     |    | initial outline prepared in step**  |
| 4. |                     |    | ![](media/image5.emf)**c)**         |
| em |                     |    |                                     |
| f) |                     |    | **c. Decide if more than one        |
|    |                     |    | handbook is needed. (If a set of    |
|    |                     |    | procedures is long and complex, the |
|    |                     |    | team can divide it into shorter,    |
|    |                     |    | related procedures and develop a    |
|    |                     |    | handbook for each procedure.)**     |
+----+---------------------+----+-------------------------------------+
| !  | **TL**              |    | **For each procedure, identify the  |
| [] |                     |    | team member from the organization   |
| (m |                     |    | with the most actions for the       |
| ed |                     |    | procedure.**                        |
| ia |                     |    |                                     |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 6. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | **TL with TM *(with |    | **a. Review initial outline and the |
| [] | the most actions in |    | DDT\'s comments from Step**         |
| (m | the procedure)***   |    | ![](media/image4.emf)**b.**         |
| ed |                     |    |                                     |
| ia |                     |    |                                     |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 7. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | **b. Expand the initial outline     |
|    |                     |    | into a draft handbook. Ensure that  |
|    |                     |    | the procedures include each         |
|    |                     |    | involved organization, as           |
|    |                     |    | appropriate.**                      |
+----+---------------------+----+-------------------------------------+

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

  ![](media/image8.wmf)   **TL with TM                   **c. Consult the 20M5 team member to
                          *(continued)***                review work in progress and for
                                                         training or advice related to the
                                                         preparation of the handbook.**
  ----------------------- ------------------------ ----- --------------------------------------

> **UPON COMPLETION OF DRAFT HANDBOOK**

+----+---------------------+----+-------------------------------------+
| !  | **TL**              |    | **a. Distribute draft handbook to   |
| [] |                     |    | the DDT.**                          |
| (m |                     |    |                                     |
| ed |                     |    | **b. Call a meeting of the DDT to   |
| ia |                     |    | discuss the draft handbook.**       |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 9. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| ![ | **DDT**             |    | **a. Meet to discuss the draft      |
| ]( |                     |    | handbook.**                         |
| me |                     |    |                                     |
| di |                     |    | > **(1) [If DDT members cannot      |
| a/ |                     |    | > agree with the                    |
| im |                     |    | > draft]{.underline}:**             |
| ag |                     |    | >                                   |
| e1 |                     |    | > **(a) Team members state their    |
| 0. |                     |    | > objections and concerns.**        |
| wm |                     |    | >                                   |
| f) |                     |    | > **(b) [If possible]{.underline},  |
|    |                     |    | > revise the draft during the       |
|    |                     |    | > meeting. [If the revisions are    |
|    |                     |    | > extensive]{.underline}, the Team  |
|    |                     |    | > leader and the team member whose  |
|    |                     |    | > organization has the greatest     |
|    |                     |    | > objections and/or concerns will   |
|    |                     |    | > reinitiate STEP**                 |
|    |                     |    | > ![](media/image7.emf)             |
|    |                     |    | >                                   |
|    |                     |    | > **(2) [If DDT members agree with  |
|    |                     |    | > the draft]{.underline}:**         |
|    |                     |    | >                                   |
|    |                     |    | > **Proceed to STEP**               |
|    |                     |    | > ![](media/image11.emf)**.**       |
+----+---------------------+----+-------------------------------------+

+----+---------------------+----+-------------------------------------+
|    | **[WHO              |    | **[ACTION]{.underline}**            |
|    | (Ac                 |    |                                     |
|    | tor)]{.underline}** |    |                                     |
+----+---------------------+----+-------------------------------------+
| ![ | **TL**              |    | **a. Assemble the handbook with all |
| ]( |                     |    | appendices.**                       |
| me |                     |    |                                     |
| di |                     |    | **b. Inform the Director, PO, that  |
| a/ |                     |    | the handbook has been developed and |
| im |                     |    | is beginning the concurrence        |
| ag |                     |    | process.**                          |
| e1 |                     |    |                                     |
| 1. |                     |    | **c. Forward the handbook to the    |
| em |                     |    | Director, 20M5.**                   |
| f) |                     |    |                                     |
|    |                     |    | ![](media/image12.emf)              |
+----+---------------------+----+-------------------------------------+

![](media/image13.emf)

**This handbook is approved. It will be used to implement *VBA IRM
Policy Directive No. 1.01.01* of *VBA Manual M20-4.* It supplements *VBA
Handbook No. 1.01.01.HB1* and should be filed after *VBA Handbook No.
1.01.01.HB2* 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**

+-----------------------------------------------------------------------+
| **Appendix**                                                          |
|                                                                       |
| **HOW TO WRITE A HANDBOOK**                                           |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| **VBA IT senior management uses VBA IRM handbooks to publish          |
| procedures for the VBA IT organization (20M). Handbooks cover the     |
| details necessary for organizations and individuals to enact the      |
| policy outlined in directives.**                                      |
|                                                                       |
| **Handbook procedures explain, in a step-by-step manner, how the      |
| policy is enacted at the organization level. Handbook appendices      |
| explain, in greater detail, how individuals or groups complete a      |
| procedural step. This appendix is an example of such an               |
| explanation.**                                                        |
+-----------------------------------------------------------------------+

  -----------------------------------------------------------------------
  **You may direct any questions or comments concerning these
  instructions to the Chief, Planning, Evaluation and Information
  Division (20M51).**

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+----+----+-----------------------------------------------------------+
|    |    | **[ACTION]{.underline}**                                  |
+----+----+-----------------------------------------------------------+
| !  |    | **Gather all appropriate information. This includes       |
| [] |    | things such as the VBA IT senior official\'s guidance,    |
| (m |    | the directive supported by the handbook, the handbook     |
| ed |    | outline prepared by the DDT team leader, input from DDT   |
| ia |    | members, and a list of the involved organizations.**      |
| /i |    |                                                           |
| ma |    |                                                           |
| ge |    |                                                           |
| 5. |    |                                                           |
| em |    |                                                           |
| f) |    |                                                           |
+----+----+-----------------------------------------------------------+
| !  |    | **Using the outline and comments made by DDT members,     |
| [] |    | list the steps of the procedure in sequential order. Also |
| (m |    | note who (organization or individual) is responsible for  |
| ed |    | each step.**                                              |
| ia |    |                                                           |
| /i |    |                                                           |
| ma |    |                                                           |
| ge |    |                                                           |
| 2. |    |                                                           |
| em |    |                                                           |
| f) |    |                                                           |
+----+----+-----------------------------------------------------------+
| ![ |    | **Fill in the details.**                                  |
| ]( |    |                                                           |
| me |    |                                                           |
| di |    |                                                           |
| a/ |    |                                                           |
| im |    |                                                           |
| ag |    |                                                           |
| e1 |    |                                                           |
| 4. |    |                                                           |
| em |    |                                                           |
| f) |    |                                                           |
+----+----+-----------------------------------------------------------+
|    |    | > **(1) Don\'t worry about style (the 20M51 team member   |
|    |    | > can help with that). Be brief. Use short sentences. If  |
|    |    | > possible, use action words (verbs) at the beginning of  |
|    |    | > each step.**                                            |
+----+----+-----------------------------------------------------------+
|    |    | > **(2) You have already identified WHO and WHAT (the     |
|    |    | > step) and, in most cases WHEN (by listing the steps in  |
|    |    | > sequence). Fill in the details that explain HOW and, if |
|    |    | > needed, WHERE.**                                        |
+----+----+-----------------------------------------------------------+
|    |    | > **(3) Include only the information that someone reading |
|    |    | > the handbook needs to know to do the job right, even if |
|    |    | > they\'ve never done the procedure before.**             |
+----+----+-----------------------------------------------------------+

  -----------------------------------------------------------------------
  **Appendix (Continued)**

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

+----+----+-----------------------------------------------------------+
|    |    | **[ACTION]{.underline}**                                  |
+----+----+-----------------------------------------------------------+
| ![ |    | **Fill in the details *(continued)*.**                    |
| ]( |    |                                                           |
| me |    |                                                           |
| di |    |                                                           |
| a/ |    |                                                           |
| im |    |                                                           |
| ag |    |                                                           |
| e1 |    |                                                           |
| 4. |    |                                                           |
| em |    |                                                           |
| f) |    |                                                           |
+----+----+-----------------------------------------------------------+
|    |    | > **(4) Assume that the handbook reader has a basic       |
|    |    | > understanding of the business at hand. You do not have  |
|    |    | > to explain common technical terms. If you define a      |
|    |    | > term, make an effort to define it within context of the |
|    |    | > action in which the term is used. Put extensive         |
|    |    | > definitions in an appendix.**                           |
+----+----+-----------------------------------------------------------+
|    |    | > **(5) Remember that your fellow team members are a      |
|    |    | > resource\--call on them for assistance in filling in    |
|    |    | > the details for the steps they or their organizations   |
|    |    | > will be doing.**                                        |
+----+----+-----------------------------------------------------------+
| ![ |    | **When you finish and review your work, ensure that you   |
| ]( |    | have covered each step contained in the outline. Is there |
| me |    | a \"WHO\" for each step?**                                |
| di |    |                                                           |
| a/ |    |                                                           |
| im |    |                                                           |
| ag |    |                                                           |
| e1 |    |                                                           |
| 5. |    |                                                           |
| em |    |                                                           |
| f) |    |                                                           |
+----+----+-----------------------------------------------------------+

> **NOTE: Don\'t worry about assigning a handbook number or the
> effective date. 20M5 will do these steps prior to publishing the
> directive.**

  ----- ----- ------------------------------------------------------------
              **This completes handbook development.**

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

![](media/image16.wmf)