RD Instruction 2006-T

PART 2006 - MANAGEMENT

Subpart T - Application Information System Support

## [TABLE OF CONTENTS]{.underline}

[Sec]{.underline}. [Page]{.underline}

2006.951 Purpose. 1

2006.952 Applicability and scope. 1

2006.953 - 2006.954 \[Reserved\] 1

2006.955 Policy. 1

2006.956 Objectives. 1

2006.957 Responsibilities. 2

\(a\) Automation Review Council (ARC). 2

\(b\) System Review Boards (SRBs). 2

\(c\) Chief Information Officer (CIO). 3

\(d\) Sponsor Associate and

Assistant Administrator(s). 4

\(e\) Information Resources Management (IRM)

Technical Advisor. 4

\(f\) Sponsor Function Specialist. 5

\(g\) Sponsor Project Manager. 5

2006.958 - 2006.964 \[Reserved\] 5

2006.965 References. 5

2006.966 - 2006.1000 \[Reserved\] 6

## oOo

(06-18-97) PN 278

RD Instruction 2006-T

Part 2006 - MANAGEMENT

Subpart T - Application Information System Support

§2006.951 [Purpose]{.underline}.

This Instruction establishes policies and procedures and assigns
responsibilities for managing requests for automation (RFAs) RD Form
2006-15, "Request for Automation," and RD Form 2006-25, "Production
Problem Report," to modify, enhance, or develop standard Rural
Development Application Information Systems (AISs).

§2006.952 [Applicability and Scope]{.underline}.

This Instruction applies to requests to modify, enhance, develop, or
implement standard AISs from any Rural Development organizational
element.

§§2006.953 - 2006.954 \[Reserved\]

§2006.955 [Policy]{.underline}.

It is the policy of Rural Development to:

\(a\) Provide top-level management direction to the prioritization of
RFAs.

\(b\) Establish sponsor(s) for each standard AIS.

\(c\) Provide for program, management, and field office participation in
the prioritization of RFAs.

\(d\) Establish System Review Boards (SRBs) for each major AIS or group
of related AISs to prioritize RFAs.

\(e\) Evaluate proposed RFAs in accordance with priorities established
by the Rural Development\'s Strategic Business Plans, consistent with
the Rural Development\'s Information Resources Management (IRM)
Strategic Plan.

§2006.956 [Objectives]{.underline}. The objectives of this Instruction
are to ensure that:

\(a\) There is appropriate top- and mid-level management in the RFA
prioritization process.

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DISTRIBUTION: WSDC Administration

Management

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RD Instruction 2006-T

§2006.956 (Con.)

\(b\) The most crucial RFAs are accomplished first and all RFAs are
accomplished in the correct priority sequence.

\(c\) Sponsorship is designated for each standard AIS.

\(d\) IRM resources are equitably and prudently used to meet the Rural
Development\'s missions, goals, objectives, and priorities.

\(e\) There is appropriate user (Field, Finance, and National Office)
involvement in the AIS support process.

\(f\) There is adequate technical assistance provided to the AIS support
process.

§2006.957 [Responsibilities]{.underline}.

\(a\) [Automation Review Council (ARC)]{.underline}. The ARC will:

\(1\) Approve the allocation of information resources consistent with
the Rural Development\'s strategic business goals and objectives.

\(2\) Resolve conflicts among automation initiatives competing for
existing information resources.

\(3\) Establish, terminate when necessary, and provide guidance to the
SRBs in prioritizing RFAs and in developing annual workplans.

\(4\) Review and recommend approval of designated standard AISs under
development or in operation at each life cycle management milestone
ensuring that sound life cycle management principles and practices are
being followed. The review will determine whether the AIS should proceed
to the next life cycle management phase.

\(5\) Specific duties and responsibilities of the ARC are assigned in RD
Instruction 2006-FF.

\(b\) [System Review Boards (SRBs)]{.underline}. Each SRB will set
priority sequences for RFA implementation for the AIS(s) under the
SRB\'s authority. This will be accomplished by developing an annual
workplan of RFAs to be automated using the IRM resources allotted to
each AIS. The SRB Annual Workplan identifies RFA priority sequences (as
determined by the SRB), and proposed implementation dates for Critical
RFAs. IRM will schedule the RFAs for implementation. Voting SRB
membership will be established by the ARC at the creation of the SRB in
proportion with the AIS\'s user base. Each SRB will:

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RD Instruction 2006-T

§2006.957(b) (Con.)

\(1\) Review RFAs, determine applicability and accept or reject each
RFA.

\(2\) Develop an annual workplan that sets RFA priority sequences to be
accomplished using the IRM resources allocated to each AIS. For the
specific procedures relating to SRB Annual Workplan development, see the
Rural Development Application Information System Support Handbook. RFAs
are to be sequenced in accordance with priorities established by the
ARC. The Rural Development\'s Strategic Business and IRM Strategic Plans
will also be used for general guidance in setting priorities.

\(3\) Name a Sponsor Project Manager with clear delegation of authority
and responsibility for decision-making during the design,
user-acceptance of that design, development, documentation, and testing
stages for each RFA. The Sponsor Project Manager will typically be an
individual recommended by the Sponsor Associate or Assistant
Administrator that originated the RFA.

\(4\) Conduct a functional review (of AIS development projects so
designated by the ARC) at each life cycle management milestone, and
review the overall management of the AIS development project.

\(5\) For additional responsibilities, duties, and guidance, refer to
the Rural Development Application Information System Support Handbook.

\(c\) [Chief Information Officer (CIO)]{.underline}. The CIO will:

\(1\) Assess, schedule, and allocate resources to design, develop,
unit-level test, system-level test, coordinate acceptance tests with
sponsor area, implement, and maintain systems, in accordance with ARC
and SRB priorities.

\(2\) Coordinate RFA implementation with Sponsor Associate and Assistant
Administrators for any AIS they sponsor which is not under the authority
of a SRB.

\(3\) Identify AIS(s) to the ARC which require the establishment of a
SRB.

\(4\) Appoint an IRM Technical Advisor to each SRB and to Sponsor
Function Specialists.

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RD Instruction 2006-T

§2006.957(c) (Con.)

\(5\) Resolve RFAs with the priority ranking of Emergency and Production
Problem Reports as expeditiously as possible.

\(6\) Maintain inventory and status reports of all RFAs and Production
Problem Reports. These reports will be made available to a SRB upon
request.

\(7\) For additional responsibilities, duties, and guidance, refer to
the Rural Development Application Information System Support Handbook.

\(d\) [Sponsor Associate and Assistant Administrator(s)]{.underline}.
The Sponsor Associate and Assistant Administrator(s) will:

\(1\) Appoint voting representatives to the sponsored SRB when a SRB has
been established by the ARC or when otherwise necessary.

\(2\) Serve as sponsor, as appropriate, for any AIS which directly
serves the sponsor area and is not under a SRB\'s authority.

\(3\) Appoint one or more Function Specialists to provide assistance as
needed to users developing a RFA.

\(4\) Certify (by signature) the appropriate priority ranking of RFAs
and provide a required implementation date for Critical RFAs.

\(5\) Review and approve/disapprove the SRB Annual Workplan for each SRB
sponsored.

\(6\) For additional responsibilities, duties, and guidance, refer to
the Rural Development Application Information System Support Handbook.

\(e\) [Information Resources Management (IRM) Technical
Advisor]{.underline}. The IRM Technical Advisor will:

\(1\) Assist any user or SRB in the development of a RFA, as requested.

\(2\) Provide technical advice which includes alternative approaches,
when requested by any user, sponsor area, or SRB.

\(3\) Assist in the development and coordination of the IRM Project Plan
with the appropriate IRM organization(s).

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RD Instruction 2006-T

§2006.957(e) (Con.)

\(4\) Determine the warranty period, as appropriate, for assigned RFAs.

\(5\) Prepare an agenda for each meeting of the SRB and distribute it at
least 72 hours in advance of each meeting.

\(6\) For additional responsibilities, duties, and guidance, refer to
the Rural Development Application Information System Support Handbook.

\(f\) [Sponsor Function Specialist]{.underline}. The Sponsor Function
Specialist will:

\(1\) Provide functional and technical assistance to users requiring
guidance in the development of a RFA.

\(2\) Provide functional and technical guidance to a SRB, as requested,
regarding RFAs.

\(g\) [Sponsor Project Manager]{.underline}. The Sponsor Project Manager
will:

\(1\) Review progress on assigned RFAs, and when necessary, make
recommendations to the IRM Technical Advisor and the SRB to adjust
implementation schedules.

\(2\) Ensure that functional design specifications and acceptance test
criteria meet the program and management needs identified by the user.

\(3\) Facilitate resolution of issues and/or decisions necessary to
enable design, development, and implementation activities for subject
RFAs to remain on schedule.

§§2006.958 - 2006.964 \[Reserved\]

§2006.965 [References]{.underline}.

RD Instruction 2006-Z Information Systems Security

RD Instruction 2006-FF Management Oversight of the

Information Resources

Management (IRM) Program

OMB Circular A-123 Internal Control Systems

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RD Instruction 2006-T

§2006.965 (Con.)

OMB Circular A-127 Financial Management Systems

OMB Circular A-129 Managing Federal Credit Programs

OMB Circular A-130 Management of Federal

Information Resources

Public Law 96-511 The Paperwork Reduction Act of

1980 as amended by the

Paperwork Reduction

Reauthorization Act of 1986

RFATS User Guide Request for Automation Tracking

System (RFATS) user documentation

USDA DR 3100-2 Agency Information Resources

Management Review Board

USDA DR 3150-2 IRM Review Program

USDA DM 3200-1 Application Systems Life

Cycle Management

USDA DM 3200-2 A Project Manager\'s Guide to

Application Systems Life Cycle

Management

USDA DR 3220-3 Software Management

§§2006.966 - 2006.1000 \[Reserved\]

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