{"id":20,"date":"2017-06-26T19:41:29","date_gmt":"2017-06-26T19:41:29","guid":{"rendered":"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/?page_id=20"},"modified":"2017-07-05T15:26:47","modified_gmt":"2017-07-05T15:26:47","slug":"crossroads-user-group-governing-documents","status":"publish","type":"page","link":"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/","title":{"rendered":"Roles and Responsibilities"},"content":{"rendered":"<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#State\"><strong>State agency (SA)<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Executive\"><strong>Executive Steering Committee (ESC)<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Designated\"><strong>Designated Governing Board (DGB)<\/strong><\/a><\/p>\n<p><strong><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Change\">Change Control Board (CCB) <\/a><\/strong><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Task\"><strong>Task Force(s)<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Technical\"><strong>Technical Advisory Group (TAG)<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Product\"><strong>Product Management Office (PMO)<\/strong><\/a><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Maintenance\"><strong>Maintenance &amp; Enhancement (M&amp;E) Contract State<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Contract\"><strong>Product Management Office (PMO) <\/strong><\/a><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Contract\"><strong>Contract State<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Nutrition\"><strong>United States Department of Agriculture Food Nutrition Service (FNS)<\/strong><\/a><\/p>\n<p><strong><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Working\">Acquisition Working Group (AWG)<\/a><\/strong><\/p>\n<p><strong><a href=\"https:\/\/www.vdh.virginia.gov\/crossroads-user-group\/crossroads-user-group-governing-documents\/#Enhancement\">Maintenance &amp; Enhancement (M&amp;E) Contractor<\/a><\/strong><\/p>\n<h4><strong><a id=\"State\"><\/a>SA Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Lead implementation of System within respective SA and shall abide by established User Group processes with respect to desired system modifications.<\/li>\n<li>Support ongoing operations and enhancements of the System.<\/li>\n<li>Participate in ESC, DGB, CCB, TAG, AWG, and task force calls and meetings as assigned.<\/li>\n<li>Designate qualified SA representatives for participation in Crossroads User Group ESC, DGB, CCB, TAG, AWG, and task forces.<\/li>\n<li>Support hosting of the Crossroads User Group Annual meeting.<\/li>\n<li>Coordinate UAT with the PMO.<\/li>\n<li>Identify a Crossroads liaison to work with the CCB and PMO on timely UAT schedule.<\/li>\n<li>Test functionality and performance of releases prior to placing the new release into the production environment.<\/li>\n<li>Share testing results with the Crossroads User Group and enter defects found during testing into the approved defect tracking system as identified by the CCP.<\/li>\n<li>Document System errors in the issue tracking system.<\/li>\n<li>Submit enhancement requests using the CCP.<\/li>\n<li>Vote for System enhancements as ESC, DGB, and CCB members (when eligible).<\/li>\n<li>Share in the cost of maintenance through the Memorandum of Agreement (MOA) to the User Group M&amp;E contract once the SA receives FNS approval to proceed with pilot.<\/li>\n<li>Submit information to PMO for Crossroads reporting to meet established Federal requirements<\/li>\n<\/ul>\n<h4><strong><a id=\"Executive\"><\/a>ESC Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Serve as the governing body of the User Group.<\/li>\n<li>Review and make final decisions on System change requests.<\/li>\n<li>Review and make final decisions on Crossroads User Group administrative and contracting issues.<\/li>\n<li>Lead efforts to secure funding for the Crossroads User Group as required.<\/li>\n<li>Ensures all requests for funding, acquisitions, and enhancements follow the established APD process.<\/li>\n<li>Communicate recommendations to FNS and transfer states during the transfer process.<\/li>\n<li>Ensure appropriate SA representation for DGB, CCB, AWG, TAG, and task forces.<\/li>\n<li>Ensure timely and thorough testing and reporting by SAs.<\/li>\n<\/ul>\n<h4><strong><a id=\"Designated\"><\/a>\u00a0DGB Responsibilities<\/strong><\/h4>\n<ul>\n<li>Work with CCB to validate change requests to forward to the ESC for approval.<\/li>\n<li>Review M&amp;E Contract Service Level Agreements (SLAs) for compliance and report to ESC on status.<\/li>\n<li>Assess State and Federal compliance as part of the impact analysis for all System enhancements.<\/li>\n<li>Analyze the impacts of competing state-based regulations, assesses the impact of regulations on the System, and recommends a strategy to address the situation.<\/li>\n<\/ul>\n<h4><strong><a id=\"Change\"><\/a>CCB Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Coordinate with the PMO in executing the Crossroads User Group CCP.<\/li>\n<li>Evaluate change ideas and System defect changes.<\/li>\n<li>Provide change idea recommendations to DGB and ESC.<\/li>\n<li>Provides recommendations for change request prioritization.<\/li>\n<li>Participates in release planning and scheduling.<\/li>\n<li>Assist with completed transfer SA \u00a0Alternatives Analysis documentation for System implementation.<\/li>\n<\/ul>\n<h4><strong><a id=\"Task\"><\/a>Task Force(s)<\/strong><\/h4>\n<ul>\n<li>Analyze emergent issues on behalf of the Crossroads User Group and make appropriate recommendations within the specific periods for which these temporary work groups are chartered.<\/li>\n<li>Elect one task force member to provide leadership, administration, and communication of the task force objectives and status.<\/li>\n<\/ul>\n<h4><strong><a id=\"Technical\"><\/a>TAG Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Provide a proactive focus on future technologies for the System.<\/li>\n<li>Elect one TAG member on a rotating basis to provide leadership, administration, and communication of the TAG objectives and status.<\/li>\n<\/ul>\n<h4><strong><a id=\"Product\"><\/a>PMO Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Support the CCB in execution of the CCP.<\/li>\n<li>Provide administrative and facilitation support to ESC, DGB, CCB, and task forces.<\/li>\n<li>Share information with internal and external partners through conference calls, annual meetings, and documentation.<\/li>\n<li>Participate with the M&amp;E contractor in System DD&amp;I and defect resolution activities.<\/li>\n<li>Conduct preliminary testing on releases as defined by the CCP.<\/li>\n<li>Coordinate UAT with SAs.<\/li>\n<li>Manage the document-sharing website and administer the Communications and Collaborations Management Plan (CCMP).<\/li>\n<li>Prepare all APDs for the Crossroads User Group for approval by the ESC.<\/li>\n<li>Serve as point of contact for SA transfer inquiries and coordinate the Alternatives Analysis documentation review by CCB.<\/li>\n<li>Serve as the point of contact for all System and product communications with USDA\/FNS, ESC, and contractors, including all deliverables and schedules.<\/li>\n<\/ul>\n<h4><strong><a id=\"Maintenance\"><\/a>M&amp;E Contract State Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Draft initial contract and amendments to the M&amp;E contract.<\/li>\n<li>Administer the M&amp;E contract.<\/li>\n<li>Submit task orders (TO) on behalf of the User Group to the M&amp;E contractor.<\/li>\n<li>Submit APDs and updates as required.<\/li>\n<li>Receive and disburse funds.<\/li>\n<li>Retains ultimate responsibility for M&amp;E contract.<\/li>\n<\/ul>\n<h4><strong><a id=\"Contract\"><\/a>PMO Contract State Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Administer the PMO contract on behalf of the User Group.<\/li>\n<li>Submit APDs and updates as required.<\/li>\n<li>Receive and disburse funds.<\/li>\n<\/ul>\n<h4><strong><a id=\"Nutrition\"><\/a>United States Department of Agriculture FNS Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Provide input, review and approve APDs and related documents.<\/li>\n<li>Communicate regulatory\/mandatory changes affecting the System and Crossroads User Group.<\/li>\n<li>Provide an ex officio member to the ESC with the authority to provide advice on behalf of FNS and respond to the User Group.<\/li>\n<li>Coordinate with ESC on matters of Charter compliance by member SAs as requested by the ESC.<\/li>\n<li>Coordinate with ESC on matters relating to SAs applying for membership in the User Group.<\/li>\n<li>Provide funding for PMO if available.<\/li>\n<\/ul>\n<h4><strong><a id=\"Working\"><\/a>\u00a0AWG Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Represent SA interest in procurement actions.<\/li>\n<li>Coordinate with SA procurement SMEs to facilitate creation of User Group contracts.<\/li>\n<li>Assist with drafting and reviewing contract documents.<\/li>\n<li>May participate or assist in the source selection.<\/li>\n<\/ul>\n<h4><strong><a id=\"Enhancement\"><\/a>M&amp;E Contractor Responsibilities\u00a0<\/strong><\/h4>\n<ul>\n<li>Exclusively maintain System source code.<\/li>\n<li>Maintain the System source code, supporting current release and two previous versions of the System in production.<\/li>\n<li>Actively promote transparency, cooperation, and collaboration in all interactions with the Crossroads User Group stakeholders.<\/li>\n<li>Participate on the CCB as a non-voting member.<\/li>\n<li>Administer defect-tracking process.<\/li>\n<li>Ensure all System documentation is current and accurate, including Detailed Functional Design Documents (DFDDs), Detailed Technical Specifications (DTS), Configuration Document and User Manuals.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>State agency (SA) Executive Steering Committee (ESC) Designated Governing Board (DGB) Change Control Board (CCB) Task Force(s) Technical Advisory Group (TAG) Product Management Office (PMO)Maintenance &amp; Enhancement (M&amp;E) Contract State Product Management Office (PMO) Contract State United States Department of Agriculture Food Nutrition Service (FNS) Acquisition Working Group (AWG) Maintenance &amp; Enhancement (M&amp;E) Contractor SA [&hellip;]<\/p>\n","protected":false},"author":149,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"tags":[],"class_list":["post-20","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Roles and Responsibilities - Crossroads User Group<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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